Council Meeting - Agenda - 27 may 2026

minutes of the Ordinary Meeting of Council held on 22 April 2026, as circulated be taken as read and confirmed. 6.2 MINUTES 22 APRIL 2026 – CLOSED (CONFIDENTIAL) MEETING M inutes o f the C losed ( Confide ntial) m eeting of Cou ncil hel d on 22 April 2 026 be t a k e n as an accurate record and confirmed. Recommended Motion:

minutes of the Closed (Confidential) Meeting of Council held on 22 April 2026, as circulated be taken as read and confirmed. 27 May 2026 6 of 56 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 27 May 2026 7 of 56 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 CLOSED Stawell Warracknabeal Road to a Item 15.13 This job is now completed. 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 Lawyer engaged to commence the Victorian State Emergency Servies process. Item 15.5 (VICSES). 27 May 2026 8 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 9 PETITIONS No petitions received. 10 MINISTERIAL AND GOVERNMENT CORRESPONDENCE TO COUNCILLORS ONLY Outgoing Date Recipient Details 16/05/26 The Hon. Ben Carrol MP Letter - Raising Concerns in Relation to the School to Work Program 15/05/26 Department of Energy, Letter as a written submission to the Western Regional Environment and Climate Sustainable Water Strategy review Action 29/04/26 Ms Rikkie-Lee Tyrrell MP Letter raising concerns in relation to the proportionality and resourcing impacts on small rural shire in relation to the Gender Equality Act 2020 reporting and compliance requirements. Incoming Date Sender Details 14/05/26 Jess Wilson, Opposition Response to letter from Mayor Andrew McLean in regard to Leader funding for roads and Council assets and a request for a meeting. 27/04/26 Dr Anne Webster MP Email regarding Black Spot Road funding. 27 May 2026 9 of 56 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 10 August 2026 Ordinary Meeting 21 September 2026 Special Financial Statements and Performance Report Meeting 09 November 2026 Ordinary Meeting 08 February 2027 Ordinary Meeting 10 May 2027 Ordinary Meeting 11.2 AUDIT AND RISK COMMITTEE MEETING MINUTES The Ordinary Audit and Risk Committee Meeting was held on 11 May 2026. Attachment: Audit and Risk Committee Minutes – 11 May 2026 Recommended Motion

Minutes of the Ordinary Audit and Risk Committee Meeting held on 11 May 2026 be taken as read and confirmed. 27 May 2026 10 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 12 ACTIVITY REPORTS 12.1 MAYOR ACTIVITY REPORT Mayor Andrew McLean (May) Date Activity Location 28/04/26 Meeting with Rikkie-Lee Tyrrell MP* Warracknabeal 30/04/26 ACE Radio Interview - Mayoral Matters Horsham 30/04/26 Mayor, Deputy Mayor and CEO Catch up Online Official Opening of the Minyip Recreation 30/04/26 Reserve Changerooms and Netball Court Minyip Project MAV Psychological First Aid and Disaster 07/05/26 Online Recover Cycle Webinar Session 07/05/26 MAV Delegates Pre State Council Briefing Online 08/05/26 Mayor, CEO and Deputy Mayor Catch Up Online 08/05/26 Meeting with Gaelle Broad MP* Online 11/05/26 Meeting with the CEO of V/Line* Online 11/05/26 Confidential Audit and Risk Committee Meeting Online 11/05/26 Ordinary Audit and Risk Committee Meeting Online Patchewollock Inc Meeting including Mayor, 12/05/26 Online Councillor and CEO Roadshow 13/05/26 Council Forum Warracknabeal 14/05/26 ABC Radio Interview - Budget Response Phone 14/05/26 WSMCA Mayors Lunch Horsham 14/05/26 WSMCA CEO and Mayors Meeting Horsham 15/05/26 Meeting With VicGrid CEO and Chair* Online MAV Stress, High Emotion and Lived Experience 15/05/26 Online Webinar Session 16/05/26 Warracknabeal CFA Combined Dinner Warracknabeal 19/05/26 Councillor Briefing Online 22/05/26 Mayor, Deputy Mayor and CEO Catch Up Online Woomelang DDA Meeting including Mayor, 26/05/26 Woomelang Councillor and CEO Roadshow *Represent advocacy meetings 27 May 2026 11 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 12.2 COUNCILLOR ACTIVITY REPORTS Deputy Mayor Corinne Heintze – Dunmunkle Ward (May) Date Activity Location 24/04/26 GWM Stakeholder Workshop Horsham 24/04/26 WSMTG meeting 12 Online 28/04/26 Meeting with Rikkie-Lee Tyrrel MP Warracknabeal 30/04/26 Mayor, Deputy Mayor and CEO Catch Up Online MAV Psychological First Aid and Disaster Recover 07/05/26 Online Cycle Webinar Session 08/05/26 Mayor, CEO and Deputy Mayor Catch Up Online 08/05/26 Meeting with Gaelle Broad MP Online 13/05/26 Council Forum Warracknabeal MAV Stress, High Emotion and Lived Experience 15/05/26 Online Webinar Session Minyip Progress Meeting including Mayor, Councillor 18/05/26 Minyip and CEO Roadshow 19/05/26 Councillor Briefing Online Official Opening of the Murtoa Recreation Reserve 21/05/26 Murtoa Netball Tennis Courts Upgrade Project 22/05/26 Mayor, CEO and Deputy Mayor Catch Up Online 22/05/26 Rupanyup Nursing Home Extensions Opening Rupanyup 27 May 2026 12 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Cr Melinda Keel – Dunmunkle Ward (May) Date Activity Location 25/04/26 ANZAC Day Ceremony Murtoa 13/05/26 Council Forum Warracknabeal 18/05/26 Minyip Progress Meeting including Mayor, Councillor Minyip and CEO Roadshow 19/05/26 Councillor Briefing Online 19/05/26 Murtoa Progress Meeting Murtoa 21/05/26 Official Opening of the Murtoa Recreation Reserve Murtoa Netball Tennis Courts Upgrade Project 22/05/26 Western Highway Action Committee Meeting Online Cr Chris Lehmann – Hopetoun Ward (May) Date Activity Location 28/04/26 Meeting with Rikkie-Lee Tyrrell MP Warracknabeal 08/05/26 Meeting with Gaelle Broad MP Online 13/05/26 Council Forum Warracknabeal 19/05/26 Councillor Briefing Online 20/05/26 Woomelang Retirement Units Asset Committee of Woomelang Council Meeting Cr Karly Kirk – Warracknabeal Ward (May) Date Activity Location 28/04/26 Meeting with Rikkie-Lee Tyrrell MP Warracknabeal 08/05/26 Meeting with Gaelle Broad MP Online 13/05/26 Council Forum Warracknabeal 27 May 2026 13 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Cr Kylie Zanker – Warracknabeal Ward (May) Date Activity Location Wimmera Mallee Environmental and Agricultural 27/04/26 Warracknabeal Protection Association Meeting 01/05/26 Queer Beers at the Palace Hotel Warracknabeal 5/05/26 Street Scape Meeting Warracknabeal MAV Psychological First Aid and Disaster Recover 7/05/26 Online Cycle Webinar Session 11/05/26 Confidential Audit and Risk Committee Meeting Online 11/05/26 Ordinary Audit and Risk Committee Meeting Online 12/05/26 WAG Community Meeting Warracknabeal 13/05/26 Council Forum Warracknabeal Official Opening of the Murtoa Recreation Reserve 21/05/26 Murtoa Netball Tennis Courts Upgrade Project 22/05/26 Western Highway Action Committee Meeting Online 27 May 2026 14 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 12.3 CHIEF EXECUTIVE OFFICER ACTIVITY REPORT Tammy Smith (May) Date Activity Location 23/04/26 Meeting with Premiers Office – Rural Councils Victoria Melbourne Advocacy* 24/04/26 Briefing with representative of Dunmunkle Land Warracknabeal Protection Group and representatives of Wimmera Mallee Environmental & Agricultural Protection Association Inc. regarding the Resource Ready Strategy 27/04/26 Meeting with representatives of the Woomelang Woomelang Retirements Units Community Asset Committee of Council 27/04/26 Meeting with Chairperson of Woomelang and District Woomelang Development Association 27/04/26 Attended meeting and presented at the Mallee Warracknabeal Environmental & Agricultural Protection Association Inc. meeting 28/04/26 Meeting with Rikkie-Lee Tyrrell Member of Victorian Warracknabeal State Parliament, Member of Northern Victoria, One Nation and Councillors* 28/04/26 Meeting with Cubico regarding status of the Curyo Online Wind Farm project 28/04/26 Meeting with Donald Mineral Sands regarding roads Warracknabeal 29/04/26 Meeting with the Environment Protection Authority – Warracknabeal six monthly executive meeting 30/04/26 Municipal Association Victoria – Special CEO Briefing – Online Fuel Update 30/04/26 Mayor, Deputy Mayor, CEO and Governance Support Online Meeting 30/04/26 Rural Councils Victoria Committee Meeting Online 30/04/26 Minyip Recreation Reserve Official Opening of new Minyip netball and swimming pool changerooms, and new netball court and lighting project 01/05/26 Campbells Bridge Wind Farm update Online 04/05/26 Personal Leave – Eye Surgery – 08/05/26 08/05/26 Meeting with Gaelle Broad, Member of Victorian State Online Parliament, Northern Victoria, The Nationals and Councillors* 27 May 2026 15 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Tammy Smith (May) 11/05/26 Meeting with VLine Chief Executive Officer and Mayor* Online 11/05/26 Audit and Risk Committee Meeting Online 11/05/26 Wimmera Southern Mallee Councils Alliance CEO Online briefing 12/05/26 Personal Leave – Eye Specialist Appointment Melbourne 12/05/26 Mayor, Councillors and CEO Roadshow – Budget and Online Council Plan Update (Patchewollock) 13/05/26 Council Forum Warracknabeal 14/05/26 Wimmera Southern Mallee Regional Partnership Horsham Meeting 14/05/26 Wimmera Southern Mallee Councils Alliance Mayor and Horsham CEO Meeting* 15/05/26 Meeting with Chairperson and CEO of Vic Grid and Online Mayor* 15/05/26 Meeting with Governor of Victoria’s Advisor Warracknabeal 18/05/26 Municipal Association Victoria MAV Connect Meeting Online 18/05/26 Meeting with Warracknabeal Community Member Warracknabeal 18/05/26 Mayor, Councillor and CEO Roadshow – Budget and Minyip Council Plan Update (Minyip) 19/05/26 Councillor Briefing Online 20/05/26 Woomelang Retirement Units Community Asset Woomelang Committee of Council General Meeting 21/05/26 Meeting with Minister Settle as Rural Councils Victoria Online representative* 21/05/26 Monthly Meeting with Cubico regarding the Curyo Wind Online Farm 21/05/26 Murtoa Recreation Reserve new netball and tennis Murtoa courts project official opening 22/05/26 Mayor, Deputy Mayor, CEO and Governance Support Online Officer meeting 26/05/26 Mayor, Councillor and CEO Roadshow – Budget and Woomelang Council Plan (Woomelang) *Represent advocacy meetings 27 May 2026 16 of 56 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: 27 May 2026 17 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 14 COUNCILLOR REPORTS AND NOTICE OF MOTIONS 14.1 MAYORS REPORT It has been a productive month of project openings and advocacy on behalf of Council. At the end of April, Councillors, the Chief Executive Officer and I met with Ms Rikkie-Lee Tyrrell, Member for Northern Victoria in the Victorian Legislative Council representing Pauline Hanson’s One Nation. We appreciated the opportunity to outline the challenges facing our Shire, present the solutions being pursued, and advocate for key projects requiring investment in our region. On 30 April, I was pleased to attend and address the official opening of the new netball and swimming pool changerooms, netball courts and lighting project at the Minyip Recreation Reserve. This significant community asset reflects the strong commitment and efforts of the Minyip-Murtoa Football Netball Club and the Minyip Recreation Reserve Committee, both of whom are to be commended. Council also looks forward to delivering the new football lighting project at Minyip to complement these important improvements. We also met with Gaelle Broad, Member for Northern Victoria in the Victorian Legislative Council representing The Nationals. This meeting provided a further opportunity to outline the challenges facing our small rural Shire, present practical solutions, and advocate for several priority projects. During the month, the Chief Executive Officer and I met with the Chief Executive Officer of V/Line to discuss public transport access and ticketing, particularly the current lack of ticketing services available in Warracknabeal. Yarriambiack Shire has offered to act as an interim ticketing provider, and this option is presently being explored. The Chief Executive Officer and I also met with the new Chair and Chief Executive Officer of VicGrid. Discussions included advocacy for battery-behind-the-meter project proposals on DEECA land at Minyip, as well as broader matters relating to community division, renewable energy zones, and the increasing pressures placed on local government through environmental effects statements and stakeholder engagement requirements. I thank Deputy Mayor Councillor Corinne Heintze for officially opening the Murtoa Netball and Tennis Court project on my behalf. This is a valued project for the Murtoa community and a welcome addition to local infrastructure. Council has also commenced its Budget, Council Plan and Advocacy roadshow across the municipality, with sessions already held in conjunction with Progress Associations in Patchewollock, Minyip and Woomelang. 27 May 2026 18 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 14.2 DRAFT BUDGET 2026-2027 Presented by Mayor Andrew McLean SUMMARY In 2025, Council undertook a comprehensive review to develop a 10-year Long Term Financial Plan, with a focus on ensuring financial sustainability now and into the future. The Long-Term Financial Plan and Asset Management Strategy show that Council does not generate sufficient revenue to address deteriorating asset conditions. The plan sets the maximum level of expenditure Council can sustain over the long term, which limits its capacity to upgrade or deliver new assets and to provide services beyond core responsibilities. The Budget has been prepared in line with the strategic directions adopted through the Long-Term Financial Plan, following community consultation in accordance with Council’s Community Engagement Policy and Procedure. The final draft budget was presented to Councillors on 13 May 2026 prior to its release for community consultation. This report provides an overview of the process undertaken by Council to prepare and consult on the 2026/27 Draft Budget. Recommended Motion: That Council: a) Endorses the draft Budget 2026/27 in principle that has been released to the community for consultation from 14 May 2026, closing on 11 June 2026; and b) Acknowledge the budget is in draft until it is formally adopted by Council on 24 June 2026. OVER ARCHING 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. DISCUSSION Under section 94 of the Loc al Gov ernmen t Act 2 020, Co uncil is require d to pr epare a n d adopt a budget for each financial year. The Act does not require deliberative engage ment in relation to the budget, this is only required for the development of the Long-Term Financial Plan, Revenue and Rating Plan, and Asset Plan (Council’s Asset Management Strategy). Council has undertaken the following process in the lead up to the release of the draft Budget 2026/27: a) Councillors have adopted the Long-Term Financial Plan (LTFP) 2026-2036. b) Councillors have adopted the Revenue and Rating Plan 2025-2029. c) Council Officers have revised Service Level Plans (SLPs) to reflect the draft budget and services to be delivered in 2026/27. d) The draft SLPs were provided to Councillors on 15 April 2026 for review and comment. e) The Chief Financial Officer has developed the budget based on the LTFP assumptions, in consultation with the Leadership Team and Councillors. f) The draft comprehensive income Statement, notes to the draft comprehensive income statement and the draft capital works program were presented to Councillors on 22 April 2026 for discussion. g) The entire draft budget was presented to Councillors on 13 May 2026 before being released for community consultation and feedback. The final draft budget will be presented to Councillors for adoption on Wednesday, 24 June 2026 during the scheduled ordinary meeting of Council. 27 May 2026 19 of 56 AGENDA – ORDINARY MEETING OF COUNCIL The final draft will take into account community feedback, along with Councillors feedback from their final review, to be conveyed at the Councillor Forum on 27 May 2026 following the Council meeting. 27 May 2026 20 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15 REPORTS FOR DECISION 15.1 FINANCIAL AND NON-FINANCIAL PERFORMANCE REPORT Presented by Anita McFarlane, Chief Financial Officer SUMMARY In accordance with the Local Government Act 2020 and the Local Government (Planning and Reporting) Regulations 2020, Council is required to have an integrated approach to strategic planning with the requirement that monitoring and performance reporting is to be adopted. This is the January to March 2026 Quarterly report which presents both Financial and Non-Financial Performance indicators in accordance with our Performance Reporting Framework. Recommended Motion: That Council: a) Adopt the quarterly Financial and Non-Financial Performance Report as of 31 March 2026, as attached to this report. ATTACHMENTS Attachment: Financial and Non-Financial Performance Reporting Report - 2025-26 - Quarter 3 DISCUSSION Schedule 1 of the Local Government (Planning and Reporting Regulations) 2020, identifies that Council must produce the following reports within identified time frames as below: a. Quarterly Budget Reports - comparing actual and budgeted results and an explanation of any material variations must be completed. b. Risk Reports - 6-monthly reports of strategic risks to Council's operations, their likelihood, and consequences of occurring and risk minimisation strategies. c. Performance Reports - 6 monthly reports of indicators measuring financial and non-financial performance, including the performance indicators referred to in section 98 of the Local Government Act 2020. The Leadership Team has adopted a holistic approach to meet the requirements of the Local Government Act 2020 and Regulations, by compiling a Quarterly Financial and Non-Financial Performance Report. The report incorporates Budget, Risk and Performance Reporting. Council’s risk appetite has been utilised to develop non-financial performance indicators for reporting purposes. For this quarter, the report has been presented to the Leadership Team, to Councillors at Council Forum on 22 April 2026 and was presented to the Audit and Risk Committee on 11 May 2026. RELEVANT LAW • Local Government Act 2020 – Section 97 Quarterly Budget Report • Local Government (Planning and Reporting) Regulations 2020 27 May 2026 21 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 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. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Risk Management Manual Guideline Occupational Health and Safety and Wellbeing Guidelines Plan Revenue and Rating Plan Framework Budget Framework and Guidelines Manual Performance Reporting Framework Other 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 • 30 June 2025 – Ordinary Meeting of Council Minutes – Item 15.3 Adoption of the 2025/26 Budget • 27 August 2025 – Ordinary Meeting of Council Minutes – Item 15.2 Modified Financial and Non-Financial Performance Report - Quarter 4 – 2024/25 • 26 November 2025 – Ordinary Meeting of Council Minutes – Item 15.2 Financial and Non-Financial Performance Report • 25 February 2026 – Ordinary Meeting of Council Minutes – Item 15.1 Financial and Non-Financial Performance Report OPTIONS This report recommends that Council receive a quarterly report including both financial and non-financial performance metrics. Such reporting will strengthen governance, improve oversight, and foster greater transparency in decision-making processes. Options to be considered: a) The Report is presented in a combined overarching report format that is presented quarterly. b) The Reports could be separated into three distinct reports, opposed to a combined overarching report that is presented quarterly. c) The Risk Report and Performance Reports could be moved to 6 monthly in line with the Local Government Act 2020 requirements, with the Budget Reports being quarterly only. SUSTAINABILITY IMPLICATIONS Yarriambiack Shire Council is heavily reliant on operational and capital grants as a source of revenue funding. This poses a significant financial risk to Council. Financial Councils’ ability to raise source revenue is restricted by the annual rate cap and is at risk to decreases or increases that are lower than cost inflation. 27 May 2026 22 of 56 AGENDA – ORDINARY MEETING OF COUNCIL COMMUNITY ENGAGEMENT Engagement has not been undertaken to develop the Performance Reporting Framework, and is not required to undertake deliberative engagement in accordance with the Local Government Act 2020 and associated regulations. In accordance with section 9 of the Local Government Act 2020, Council must in the performance of its role give effect to the overarching governance principles. The financial and non-financial performance indicators are utilised as a tool for decision making to achieve good governance. 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 quarterly report incorporates the reporting Maintains Residual Risk Compliance and Liability Risk - requirements as outlined in the Local Level Residual Risk Level Low Government (Planning and Reporting) Regulations 2020 Schedule 1. Financial Risk - Residual Risk The quarterly report includes Budget v Actual Maintains Residual Risk Level Medium reporting, which enables management, Audit Level and Risk Committee and Councillors to monitor the financial performance of Council and assess and address risks as they arise. Program and Project Risk - The quarterly report incorporates detailed Maintains Residual Risk Residual Risk Level Medium project reporting, providing enhanced oversight Level on the performance of projects. 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. 27 May 2026 23 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15.2 GRAVEL PIT POLICY AND PROCEDURE MANUAL Prepared by Joel Turner, Chief Engineering Officer SUMMARY A review of Council’s Gravel Pit Management Policy and Procedure Manual has been conducted in line with Council’s three-year review cycle. The revision consists of only minor administrative changes, and the intent of the policy and procedure remains unchanged. The updated document is now submitted to Council for adoption. Recommended Motion: That Council: a) Rescind the Gravel Pit Management Policy and Procedure adopted on 29 March 2023; and b) Adopt the revision of the Gravel Pit Policy and Procedure Manual as attached to this Council report. ATTACHMENTS Attachment: Gravel Pit Management Policy and Procedure Manual DISCUSSION The Gravel Pit Management Policy and Procedure Manual has been reviewed and revised to reflect current practices, legislation, Council Officers roles and responsibilities. Whilst the headings, structure and intent of the Policy have remained unchanged, administrative changes such as roles, responsibilities and titles were updated to reflect the current organisational structure. After undertaking the internal review process, the policy and procedure is now presented for Councillor adoption. RELEVANT LAW • Local Government Act 2020 • Mineral Resources (Sustainable Development) Act 1990 COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives A Council that serves its Community • 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 Guideline Asset and Operations Guidelines 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 a) 26 February 2020 – Ordinary Council Meeting Minutes – Item 13.6 Adoption of Gravel Pit Management Policy and Procedure, Version 1 27 May 2026 24 of 56 AGENDA – ORDINARY MEETING OF COUNCIL b) 29 March 2023 – Ordinary Council Meeting Minutes – Item 17.2 Gravel Pit Management Policy and Procedure, Version 2 OPTIONS Councillors could request strategic changes to the policy and procedure. SUSTAINABILITY IMPLICATIONS The provision for rectification works ensures Council has the funds available to Environmental rehabilitate sites and meet environmental obligations. The Gravel Pit Management Policy and Procedure Manual outlines the process for ensuring adequate stocktake of materials occur and the provisions for Financial rectification works are reviewed and accounted for. This ensures Council has processes to manage risks, but also ensures provisions are held to ensure Council does not incur costs that have not been budgeted or accounted for. COMMUNITY ENGAGEMENT Community consultation and engagement is not required for this policy. 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 review of the Gravel Pit Management Policy Maintains Residual Risk Compliance and Liability Risk - and Procedure Manual was undertaken to Level Residual Risk Level Low ensure compliance with current legislation and the revision reflects current administrative practices. Financial Risk - Residual Risk The Gravel Pit Management Policy and Maintains Residual Risk Level Medium Procedure Manual addresses the procedure Level required for financial stocktakes of inventory and accounting for the provisions. REGIONAL, STATE AND NATIONAL PLANS AND POLICIES Code of practice for small quarries - Resources Victoria 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. 27 May 2026 25 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15.3 CLOSED CIRCUIT TELEVISION (CCTV) POLICY Prepared by Daniel Brandon, Manager Business Systems SUMMARY The Closed Circuit Television (CCTV) Policy has been reviewed to ensure Council’s CCTV operations continue to comply with legislative, privacy and governance requirements, including obligations under the Privacy and Data Protection Act 2014, the Surveillance Devices Act 1999 and guidance issued by the Office of the Victorian Information Commissioner (OVIC). The Policy establishes a clear governance framework for the lawful, responsible and transparent operation of Councilowned CCTV systems in public places and Council managed facilities, balancing community safety objectives with the protection of individual privacy and human rig hts. Accordingly, the updated CCTV Policy is presented in this report for Council’s adoption. Recommended Motion: That Council: a) Rescind the Closed Circuit Television (CCTV) Policy adopted on 29 March 2023; b) Adopt the Closed Circuit Television (CCTV) Policy, as attached to this report; and c) Endorse the governance framework contained within the Policy for the lawful, responsible and transparent operation of Council owned CCTV systems. ATTACHMENTS A ttachment: Closed Circuit Television (CCTV) Policy DISCUSSION The CCTV Policy provides a comprehensive governance framework for the planning, operation, management and oversight of Councilowned CCTV systems installed in public places and Council manage d fa cilities ac ro ss the shire. The Policy affirms Council’s lawful purpose for CCTV use, including improving actual and perceived safety, reducing vandalism and antisocial behaviour, protecting Council a ssets, and supporting emergency response activities. It clearly recognises that CCTV must not be used in isolation, but as part of b-roader community safety and risk management strategies. The Policy establishes clear responsibilities and accountability, with the Manager Business Systems identified as the responsible officer for operational governance, authorised access, and ongoing compliance. Oversight of CCTV governance, privacy and risk considerations is supported through reporting and assurance mechanisms involving management and the Audit and Risk Committee. Strong emphasis is placed on privacy and information protection. The Policy requires Council to undertake Privacy Impact Assessments prior to the installation of new CCTV systems, ensuring privacy risks are identified, mitigated and documented in accordance with OVIC guidance. Limits on access, use, disclosure, retention and disposal of CCTV footage are clearly defined. Operational integrity is supported through documented procedures, maintenance manuals and regular monitoring and evaluation. RELEVANT LAW • Local Government Act 2020 • Privacy Act 1988 • Privacy and Data Protection Act 2014 • Surveillance Devices Act 1999 27 May 2026 26 of 56 AGENDA – ORDINARY MEETING OF COUNCIL • Public Records Act 1973 • Freedom of Information Act 1982 • Charter of Human Rights and Responsibilities Act 2006 COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives A Council that serves its Community Priorities include strong governance, transparency, risk management and community safety. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Closed Circuit Television (CCTV) Policy Information Privacy 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 • 22 January 2020 – Ordinary Council Meeting Minutes – Item 13.7 CCTV Policy • 24 November 2021 – Ordinary Council Meeting Minutes – Item 13.2 Adoption of CCTV Policy Update • 29 March 2023 – Ordinary Council Meeting Minutes – Item 16.2 Closed Circuit Television (CCTV) Policy Update OPTIONS a) Councillors may choose not to adopt the Policy; however, doing so may result in gaps in governance, privacy compliance and risk management. b) Councillors may request further amendments prior to adoption. SUSTAINABILITY IMPLICATIONS Social Supports community safety while ensuring privacy, transparency and public trust. RISK Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Security and Technology Risk - The Policy establishes clear governance controls Maintains Residual Risk Residual Risk Level Low and compliance frameworks to manage CCTV Level responsibly and lawfully. 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. 27 May 2026 27 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15.4 SHED AT FORMER MURTOA KINDERGARTEN SITE LICENCE ENDORSEMENT MURTOA EVENTS INC Prepared by Jo White, Governance Officer SUMMARY Yarriambiack Shire Council is the appointed land manager of the former Murtoa Kindergarten site in Marma Street, Murtoa. The site is owned by the Department of Environment, Energy and Climate Action (DEECA). Kindergarten and Maternal and Child Health services relocated to a new (non-Council) facility more than a year ago, and the former kindergarten building has since been demolished as it was beyond repair. The remaining structure on the site is a three-bay storage shed. Murtoa Events Incorporated has requested permission to use the shed to store committee and community event assets. A formal Licence Agreement is required under Council’s Leases and Licensing Policy. The proposed licence will establish a clear, fit-for-purpose arrangement and sets out the rights and responsibilities of both parties. This report seeks Council endorsement of the proposed licence. Recommended Motion: That Council: a) Endorse the Licence (as attached) between Yarriambiack Shire Council and Murtoa Events Incorporated for the use of the Shed located on the Old Kindergarten Site, located at 38-40 Marma Street, Murtoa; b) Endorse the Licence for a period of seven years in accordance with Councils Leases and Licencing Policy; c) Endorse the Licence Agreement in accordance with the Leases and Licensing Policy, Schedule 1 – Category A, with a Licence Fee of $1.00 (one dollar) + GST per year, deemed as paid. 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. ATTACHMENTS Attachment: Licence Agreement - Murtoa Events Incorporated – Shed and Old Kindergarten Site Murtoa Attachment: Maintenance Servicing Guidelines - Council Owned Buildings - Storage Shed - Old Mur toa Kinder DISCUSSION In collaboration with the Murtoa community, Council successfully advocated for, and secured, a State Government election commitment for early childhood education in November 2022. The commitment supported construction of an integrated early childhood education and care centre at the Murtoa College site, including kindergarten, childcare, and Maternal and Child Health services. As the previous building required significant investment, Council supported its decommissioning and demolition while continuing to advocate for a new centre at Murtoa College. The Bani Walup Early Learning and Childcare Centre opened in February 2025. 27 May 2026 28 of 56 AGENDA – ORDINARY MEETING OF COUNCIL The former Murtoa Kindergarten and Maternal and Child Health building in Marma Street was assessed as redundant due to its condition and the significant investment required. It was identified as surplus to Council’s requirements and was decommissioned and demolished in December 2025. The garden, storage shed and shade sail remain. Council has continued to maintain the site and, in collaboration with the Murtoa Progress Association and the community, is considering future uses for the DEECA Crown asset. Murtoa Events Incorporated coordinates community activities including Murtoa’s Big Weekend, Murtoa by Twilight, the New Year’s Eve event, and Wine & Dine in the Stick Shed. Over time, the group has accumulated additional equipment and no longer have sufficient storage space. Earlier this year, Murtoa Events Incorporated contacted Council to request use of the shed for storage. Murtoa Events Incorporated holds public liability insurance and has supported entering into a formal Licence Agreement with Council. 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 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. 27 May 2026 29 of 56 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 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 publicly advertise the proposed licence for the Murtoa Events Incorporated arrangement; however, it should be noted that Community consultation is not required under Section 115 of the Local Government Act 2020. SUSTAINABILITY IMPLICATIONS The use of the Shed by Murtoa Events Incorporated promotes community engagement by offering a venue to store their assets. The licence provides a Social sound storage solution to the committee enabling them to continue running events which enhance the mental and physical well-being of residents throughout the Murtoa community. GENDER IMPACT ASSESSMENT Not required. 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 Murtoa Events Reduces Residual Risk Level Low Incorporated will have adequate storage for Level their assets 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. 27 May 2026 30 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15.5 LEASE OF WARRACKNABEAL HISTOCIAL CENTRE TO THE WARRACKNABEAL DISTRICT HISTORICAL SOCIETY INC Prepared by Jo White, Governance Officer SUMMARY Yarriambiack Shire Council owns the land and building known as the Warracknabeal Historical Centre, located at 81 Scott Street, Warracknabeal. The existing lease expired on 29 April 2026 and a new lease is required to enable the Historical Society to continue operating the Centre. The proposed lease will be implemented in accordance with Council’s Leases and Licences Policy and will outline the rights and responsibilities of both parties. This report seeks Council’s endorsement to enter into a new seven-year lease agreement with the Warracknabeal District Historical Society Inc for the Warracknabeal Historical Centre. Recommended Motion: That Council: a) Endorse the Lease (as attached) between Yarriambiack Shire Council and Warracknabeal District Historical Society Inc for the building and land known as the Warracknabeal Historical Centre, 81 Scott Street, Warracknabeal, Vic 3393. b) Endorse the Lease for a period of seven years. c) Endorse the Lease to be a peppercorn lease in accordance with the Leases and Licensing Policy, Schedule 1 – Category A, with a rental fee of $1.00 (one dollar) + GST per year, deemed as paid. d) Endorse the Chief Executive Officer to make any administrative changes required for the Lease to be executed, providing the intent of the Lease is not altered. e) Endorse the affixing of the Common Seal to the Lease in accordance with Council’s Common Seal and Conduct at Meetings Local Law 2024. ATTACH MENTS Attachment: Draft Building Lease – Warracknabeal District Historical Society Inc Attachm en t: Ma intenan c e & Servicing G uidelines – Council Owned Buildings – Warracknabeal Historical Centre DISCUSSION The Warracknabeal Historical Centre building was originally the State Savings Bank of V ictoria. The ground floor was constructed in 1907, with the second floor added in 1921. The bank operated for approximately 70 years, after which ownership transferred to the local Shire and the building was made available to the Warracknabeal and District Historical Society. The building has operated as a museum since the 1970s, displaying items of local significance and providing a facility for recording, compiling and storing the history of the district. The former bank and the manager’s residence have been well preserved. The Centre is operated by volunteers and is open a few afternoons per week (or by appointment). A small entry fee is charged, and funds are used to support day-to- day operations. The Warracknabeal and District Historical Society also operates the Wheatlands Agricultural Museum and the Wheatlands Warehouse. Income from the Society’s venues is used to maintain and improve the museums for community benefit. The Society operates through a single incorporated entity, with subcommittees for each location, and is registered with Consumer Affairs Victoria. The current lease commenced in 2021 for a five-year term. 27 May 2026 31 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Endorsing the draft lease will support the ongoing operation of this community asset for residents and visitors. COMMUNITY ENGAGEMENT Not required. RELEVANT LAW Local Government Act 2020. COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives 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. 27 May 2026 32 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Council Plan 2025 – 2029 Priorities Strategic Objectives • Promote and support volunteerism throughout our Shire, recognising that collaborative efforts can lead to enhanced outcomes for our communities. 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. 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 28 April 2021 – Ordinary Council Meeting Minutes – Item 15.3 Lease of 81 Scott Street – Warracknabeal & District Historical Society OPTIONS Council may choose to publicly advertise the proposed lease with Warracknabeal District Historical Society Inc. However, public advertising is not required, as community consultation is not mandated under section 115 of the Local Government Act 2020. SUSTAINABILITY IMPLICATIONS The lease supports the Centre’s operation, contributing to the local economy by Economic providing a community venue and attracting visitors. The Centre promotes community engagement by providing a community venue and opportunities for social connection. The lease provides stability for ongoing Social operations and programming, supports volunteer participation, and enhances the wellbeing of residents and visitors. The lease clarifies rental and maintenance terms, supporting the Centre’s Financial financial sustainability. It will assist in maintaining the Centre as a valuable community asset. 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 Lease enables Council to meet its corporate Reduces Residual Risk Compliance and Liability Risk - governance and compliance obligations and Level Residual Risk Level Low reduces its liability risk. 27 May 2026 33 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Strategic Risk Description and Action to Mitigate/Reduce Risk Does Action Residual Risk Level maintain or reduce Residual Risk Level Reputational Risk - Residual Risk The Lease Agreement enables the Reduces Residual Risk Level Low Warracknabeal District Historical Society to Level manage the facilities and have day-to-day control over the operation and upkeep of the Centre. 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. 27 May 2026 34 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15.6 LEASE OF SHEEP HILLS HALL TO THE SHEEP HILLS MECHANICS INSTITUTE INC Prepared by Jo White, Governance Officer SUMMARY Yarriambiack Shire Council is the land and building owner of the Sheep Hills Hall on the Sheep Hills-Minyip Road, Sheep Hills. A formal Lease Agreement is required to be implemented in line with Council’s Leases and Licencing Policy. The proposed lease will ensure the continued operation and appropriate management of the Sheep Hills Hall, outlining the rights and responsibilities of both parties. This report seeks Council’s endorsement to enter into a new seven-year lease agreement with Sheep Hills Mechanics Institute Inc (SHMII). Recommended Motion: That Council: a) Endorse the Lease (as attached) between Yarriambiack Shire Council and Sheep Hills Mechanics Institute Inc for the building and land known as Sheep Hills Hall, 463 Sheep Hills-Minyip Road, Sheep Hills, Vic 3392. b) Endorse the Lease for a period of seven years. c) Endorse the Lease to be a peppercorn lease in accordance with the Leases and Licensing Policy, Schedule 1 – Category A, with a rental fee of $1.00 (one dollar) + GST per year, deemed as paid. d) Endorse the Chief Executive Officer to make any administrative changes required for the Lease to be executed, providing the intent of the Lease is not altered. e) Endorse the affixing of the Common Seal to the Lease in accordance with Council’s Common Seal and Conduct at Meetings Local Law 2024. ATTAC HMENTS Attachment: Building Lease – Sheep Hills Mechanics Institute Inc – Sheep Hills Hall Attachm en t: Ma intenan c e & Servicin g G uidelines - Sheep Hills Hall DISCU SS ION In 1886 the railway was extended from Minyip to Warracknabeal and the settlement which grew along the railway siding was named Sheep Hills. The original Mechanics I nstitute was opened in 1888. Over the last 100+ years, the Hall has been the location of weddings, dances, reunions, concerts, parties, community events, meetings, and ANZAC Day services. Throughout that time, an energetic and passionate committee of volunteers have operated and managed the Hall. 27 May 2026 35 of 56 AGENDA – ORDINARY MEETING OF COUNCIL Many tourists take note of the Hall when they are visiting the adjacent Silo Art. In accordance with Council’s governance obligations, it is necessary to formalise the arrangement through a Lease Agreement. Council is satisfied that the Hall is being effectively managed by the Hall Committee, which is a proactive and dedicated group. The Sheep Hills Mechanics Institute Inc. recently obtained Public Liability Insurance and presented their Certificate of Currency to Council. COMMUNITY ENGAGEMENT In March 2026, Council’s Governance Officer held discussions with a member of the SHMII Committee of Management. A subsequent meeting was then held with the Executives of the Committee in early April. Council’s CEO attended to explain the background to the Lease and Licensing requirement. There was also discussion around the requirement, importance and purpose of ongoing Public Liability Insurance and the benefits of protecting the Committee members going forward. A draft Lease was presented which includes the Maintenance and Servicing Guidelines for Council Owned Buildings. The Executives have now met with the rest of the Committee and reviewed the Lease Document. The Committee have made arrangements to take out $20 million Public Liability Insurance. The terms of the lease require that a Certificate of Currency is provided to Council within seven (7) days from the commencement of the lease. By endorsing the Lease Agreement, the Council will be fulfilling its responsibility as a landowner while providing the SHMII Committee of Management the security and clarity necessary for their ongoing operation. RELEVANT LAW Local Government Act 2020. COUNCIL PLANS AND POLICIES Council Plan 2025 – 2029 Priorities Strategic Objectives 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. • Promote and support volunteerism throughout our Shire, recognising that collaborative efforts can lead to enhanced outcomes for our communities. 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. Policies, Procedures, Guidelines, Plans, Strategies and Frameworks Policy Leases and Licences Policy 27 May 2026 36 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 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 public advertisement of the Sheep Hills Hall. SUSTAINABILITY IMPLICATIONS The lease supports the Hall’s operation, contributing to the local economy by Economic providing a community venue and attracting visitors. The Hall promotes community engagement by offering a community venue and Social social interaction. The lease and the Hall provides stability for continued programs, attracting new members and enhancing the well-being of residents. The lease clarifies rental and maintenance terms, supporting the Hall’s financial Financial sustainability. It will assist to maintaining the hall as a valuable community asset. 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 Lease enables Council to meet its corporate Reduces Residual Risk Compliance and Liability Risk - governance and compliance obligations and Level Residual Risk Level Low reduces its liability risk. Reputational Risk - Residual Risk The Lease Agreement enables the Sheep Hills Reduces Residual Risk Level Low Hall Committee to manage the facilities and Level have day-to-day control over the operation and upkeep of the Hall. 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. 27 May 2026 37 of 56 AGENDA – ORDINARY MEETING OF COUNCIL 15.7 CAPITAL WORKS PROGRAM ALTERATIONS 2025-2026 Prepared by Isaac McPherson, Site Engineer SUMMARY This report outlines proposed modifications to the 2025-2026 Capital Works Program to address identified footpath issues. The recommended changes involve the reallocation of specific footpath segments to improve pedestrian safety across Yarriambiack Shire Council. The adjustments are informed by a holistic assessment of surrounding infrastructure, ensuring Council funds are allocated efficiently and in a manner that considers broader network condition, functionality, and long-term asset management priorities. Recommended Motion: That Council endorses the following changes to the Footpath Capital Works Program for the 2025-2026 financial year as follows: a) Remove 121m length and scope of the Stewart Street, Rupanyup footpath project; b) Add 135m length and scope of the Dyer Street, Rupanyup footpath project; and c) Accept the short fall of $1,930 be sourced from the footpath maintenance budget. AT TACHMENTS N il. DISCUSSION The Stewart Street, Rupanyup footpath was originally identified in line with the adopted footpath hierarchy, with the intent of improving connectivity between the north-east of the town sh ip an d the to w n centre. At th e time of initial assessment, the proposal met the relevant criteria for inclusion in the footpath upgrade program. Subsequent site in sp ections and a review of cust omer re quest m anage ment ( CRM) records have identified existing drainage constraints within the area. In particular, current kerb and channel conditions appear to influence local surface water behaviour, which requires further investigation and consideration before additional infrastructure is introduced. The existing kerb profile is higher than the proposed footpath alignment. Delivering a compliant footpath under current standards would require careful management of surface levels. Without broader drainage adjustments, there is a likelihood of creating low points or altered flow paths, which may affect long-term asset performance and maintenance requirements. Given these constraints, it is considered prudent to defer construction of the Stewart Street footpath until a comprehensive review of kerb and drainage conditions can be undertaken. Any future kerb modifications would also necessitate subsequent reconstruction or reinstatement of the footpath, resulting in inefficiencies if works were undertaken in advance. To ensure effective use of resources, it is recommended that priority be redirected to the replacement of deteriorated asphalt footpaths on Dyer Street and Wood Street, adjacent to the school and swimming pool. These existing paths are showing significant wear, including cracking and surface degradation. Upgrading these sections will deliver a safer, wider, and more accessible pedestrian network in areas of high usage, particularly for students and pool users. This reprioritisation is consistent with Council’s strategic focus on safety, accessibility, and targeted asset renewal in high-demand locations. Footpath projects to be added or lengthened: 27 May 2026 38 of 56 AGENDA – ORDINARY MEETING OF COUNCIL ROAD NAME LENGTH TO FUNDING BUDGET AMOUNT BE ADDED ADDED Dyer Street Footpath 135m GC $39,500 (1.5m Concrete Footpath) Total 135m $45,200 Projects to be removed or reduced: ROAD NAME TOTAL LENGTH TO FUNDING BUDGET LENGTH BE REMOVED AMOUNT REMOVED Stewart Street Footpath 121m 121m GC $37,207.50 (1.5m Concrete Footpath) 121m 121m $47,172.30 Alteration Summary: ACTIVITIES REMOVED FROM CWP ADDED TO CWP Footpaths 121 135m TOTAL COST $47,172.30 $45,200.00 The $1,930 shortfall from the alteration to be sourced from the operational footpath maintenance budget. Image 1: Stewart Street Footpath Rupanyup Image 2: Dyer Street Footpath Rupanyup RELEVANT LAW Section 10 of the Local Government Act 2020 provides that subject to any limitations or restrictions imposed by the Act or any other Act, Council has the power to do all things necessary or convenient to be done in connection with the performance of its role. 27 May 2026 39 of 56