Agenda and draft minutes

In accordance with Chapter 7, Rule 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 7, Rule 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

Cr Child declared a general interest in respect of Item 10.7. A written notice was supplied to the Chief Executive Officer under Governance Rules Chapter 7 Sub-Rule 3.1b.

Cr Mazzarella declared a general interest in respect of Item 10.7. A written notice was supplied to the Chief Executive Officer under Governance Rules Chapter 7 Sub-Rule 3.1b.

I would like to take a moment to pay respect to Monbulk community member and former-Councillor and Mayor, Ray Yates.

Many of you will know that Ray gave almost 40 years of his life to the Monbulk Primary School – after working as a teacher for 10 years, Ray took the head role as Principal for 28 years. It’s fair to say that multiple generations came through the school, with some of Ray’s students later bringing their own children to the school. He also taught in Montrose and was a beloved member of the community there.

But Ray was incredibly civic-minded. He was a Shire Councillor for 21 years and served as the Mayor of the Shire of Lillydale. He was a Justice of the Peace, a Director and Company Secretary for his local community bank; a foundation member of the Monbulk and District Community Working Group, he also served as Secretary and Treasurer for Sylvan Glades residential accommodation and as a long-standing Trustee of the Yarra Ranges Regional Museum Trust. He was closely associated with the Monbulk RSL, was a president of the Rotary Club and a Life Member of Japara Community House.

Volunteers are the lifeblood of our community, and reading through Ray’s lifetime of service is genuinely humbling. He cared about his community and put that care into action, and countless people in the wider community will have benefitted from his work, whether they know it or not.

Ray was recognised for some of this work:  in 1994, he received the highest honour possible from the Shire of Lillydale, the Honorary Freeman award.

In 2007, we awarded him as the Citizen of the Year. He’s been the recipient of the Paul Harris Fellow Award from Rotary, he’s received the Centenary Medal and a National Service Medal and was the first ever recipient of the Community Recognition Award from his local community bank.

But awards like these really only scratch the surface of the kudos and recognition someone like Ray deserved. We are richer for having known him, and the community is lesser for having lost him.

I hope that all of us can think of Ray when we serve our community and use his lifetime of service as a reminder that there are always more ways to lend a hand, to help your fellow community members, or to make a difference in this brilliant part of the world.

Rest in peace, Ray.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

In accordance with Chapter 3, Rules 57 and 59, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Rules 57 and 59, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Questions and Submission received for this meeting.

In accordance with Chapter 3, Rule 60, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Rule 60, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Petitions received for this meeting.

SUMMARY

The proposal is for use and development for domestic animal boarding, use of land for caretaker’s house and construction of a fence. It is proposed to use an existing outbuilding for animal boarding and to construct a fence to enclose a yard adjacent to the outbuilding. The existing driveway is proposed to be used to access a car parking area east of the outbuilding. The existing dwelling will be converted to be used as a caretaker’s house for the domestic animal boarding and will include a reception area and staff amenities.

A maximum number of 22 dogs are proposed to be boarded at any one time. The animals will be supervised 24/7 but delivery and pick-up times will be limited to between 9.00am to 12.00 noon and between 3.00pm to 5.00pm.

The application has been advertised and at the time of this report twenty - four (29) objections. The key concerns raised by objectors primarily relate to noise from barking dogs, traffic and traffic safety and incompatible use in the Green Wedge Zone. Concerns were also raised related to waste management and amenity issues around noise and odour.

Overall, the proposed use and development achieve an acceptable response to the relevant planning policies including the Planning Policy Framework, Zone, Overlays and provisions of the Yarra Ranges Planning Scheme.

It is recommended the application be approved and a Notice of Decision to Grant a Planning Permit, subject to conditions including reducing the number of dogs that can be on site at any given time and conditions relating to amenity contained in Attachment 1, be issued.

In accordance with Governance Rule 58, Graeme Nation spoke in objection to the recommendation included in the officer report.

In accordance with Governance Rule 58, Peggy Man spoke in support of the recommendation included in the officer report.

Cr Ward moved a motion alternate to that printed in the agenda.

In accordance with Governance Rule 29.1, Cr Ward, Cr Child and Cr Heenan spoke to the Motion.

SUMMARY

This report outlines recent advocacy activities and outcomes and presents proposed priorities for 2025-2027. The Advocacy Priorities document (Attachment 1) will form the basis for web content, advocacy materials and guide activities.

The updated priorities include initiatives and actions from major strategies developed in 2025, including the Council Plan 2025-2029 and Health and Wellbeing Strategy 2025-2029 and considers initiatives where Council is allocated the role as ‘advocate’ on behalf of our community. This includes actions requiring advocacy and stakeholder management with local government sector partners related to the operating environment, legislation and policies Council must comply with, and where changes may improve our financial position or operational success.

The forward view advocacy priorities also collate key projects seeking external funding, which will form the basis for future submissions to the annual Victorian Budget processes and advocacy activities leading up to the November 2026 State election.

In accordance with Governance Rule 29.1, Cr Child, Cr Ward, Cr McAllister and Cr Heenan spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

SUMMARY

This report is seeking Council to endorse the designation of Bushfire Shelter options within the municipality of Yarra Ranges. The annual audit has been completed for all identified Neighbourhood Safer Places – Bushfire Places of Last Resort (NSP-BPLR) in Yarra Ranges. Nineteen sites have been audited and are deemed compliant for designation as NSP-BPLR for the 2025/2026 fire danger period. Three existing Community Fire Refuges (CFRs) are still commissioned by Emergency Management Victoria and will be retained within the municipality. These buildings are state-owned and managed assets, listed on both Country Fire Authority (CFA) and Yarra Ranges Council Websites. There are 19 NSP-BPLR sites in total, and 3 CFR sites established for the 2025/2026 fire danger period.

In accordance with Governance Rule 29.1, Cr Marriott, Cr McAllister and Cr Child spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

SUMMARY

Following notice from The Chair of the Trust, Maria McCarthy, the Trust wish to fill a current vacancy through the appointment of a new Trustee. The current Trust Deed requires a written nomination from Council to appoint a Trustee.

The Chair has provided the Trust’s endorsed recommendation for Council to consider Margaret Birtley be appointed a Trustee. The nominee has confirmed their willingness to be nominated and appointed as a Community Appointed Trustee to the Yarra Ranges Regional Museum Trust.

In accordance with Governance Rule 29.1, Cr Heenan and Cr Higgins spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

SUMMARY

It is a requirement that Council set the date, time and place of all Council meetings.  This report provides a proposed schedule of Council meeting dates for the 2026 calendar year. 

Once considered by Council the meeting schedule will be formally advertised, and details placed on Council’s website. Historically, Yarra Ranges Council meetings have been held on a fortnightly cycle, on the second and fourth Tuesday of each month, commencing at 7:00 pm. 

This report proposes to retain a fortnightly Council meeting cycle throughout 2026. Except for April and September where only one Council meeting will be scheduled per month and with a break provided over the Christmas period.

In accordance with Governance Rule 29.1, Cr Mazzarella spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

SUMMARY

To meet legislative obligations, Council delegates powers to officers via Instruments of Appointment and Authorisation. This ensures timely, coordinated, and compliant service delivery.

This report seeks Council approval for updated Instruments appointing officers as Authorised Officers under Section 147(4) of the Planning and Environment Act 1987 and Section 242(2) of the Environment Protection Act 2017. The previous Instruments were authorised on 26 November 2024. Updated versions are provided in Attachments 1 and 2.

In accordance with Governance Rule 29.1, Cr Child spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

SUMMARY

Each year Council appoints representatives to several committees and external bodies.

Approval is sought to appoint Council representation to the committees and external bodies listed for the period December 2025 to November 2026.

A list of the appointments recommended to be made to committees and external bodies is included at Attachment One.

This report also proposes that the Yarra Ranges CEO becomes the Your Library Corporate Representative for Yarra Ranges Council.

Cr Child and Cr Mazzarella left the meeting at 8.19pm prior to consideration of the item, having both declared a conflict of interest in this item.

In accordance with Governance Rule 29.1, Cr Heenan and Cr Higgins spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

Cr Child and Cr Mazzarella returned to the meeting at 8.22pm

SUMMARY

The attached September 2025 Finance Report has been prepared as of 30 September 2025.

The report includes financial year-to-date data up to the end of September for the 2025-2026 financial year and is compared to adopted budget for the financial year 2025-2026.

In accordance with Governance Rule 29.1, Cr McAllister and Cr Child spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

SUMMARY

This report summarises the tender evaluation process taken for the provision of Provision of Playspace Products, Services and Works contracts and seeks Council consideration for the award of the contracts.

This tender process was initiated to establish up to three (3) separate contracts with suppliers to provide the following three (3) categories of service:

·         A – Auditing Services & Testing of Rubber Undersurfaces.

·         B – Programmed & Reactive Maintenance.

·         C – Supply of Organic Playspace Softfall.

An advertisement calling for tenders was placed in the Age newspaper on Saturday 31 May 2025.

Tenders closed on Wednesday 25 June 2025 and a total of five (5) submissions were received across the categories.

The recommendations in this report have been formally endorsed by the tender evaluation panel.

The Contracts will be for an initial period of five (5) years, with Council having the solo option to extend the Contracts for an additional two (2) periods of one (1) year each.

In accordance with Governance Rule 29.1, Cr Ward spoke to the Motion.

In Favour:    Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

In accordance with Chapter 3, Division 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Division 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Councillor motions listed on the agenda for this meeting.

12.1                Vale Ray Yates

Cr Heenan paid his respects to Monbulk community member and former-Councillor and Mayor, Ray Yates. Cr Heenan noted that a memorial service will be held on 1 December 2025 at Tatra Receptions, 1401 Mount Dandenong Tourist Rd, Mount Dandenong and also in lieu of flowers Ray's family have asked people to consider a donation the Australian Pancreatic Cancer Foundation, Pankind (pankind.org.au). Cr Heenan also noted the family’s thanks for the overwhelming support from the community.

12.2                70th Anniversary of the Lilydale & Yarra Valley Show

Cr Mazzarella noted the success of the 70th Anniversary Lilydale & Yarra Valley Show held on 15–16 November 2025. Cr Mazzarella thanked the hard-working volunteers that make the show possible and congratulated everyone involved.

12.3                Vale Ray Yates

Cr Cox paid his respects to Monbulk community member and former-Councillor and Mayor, Ray Yates. Cr Cox spoke about his time as a Councillor and the support given to Cr Cox in his first term as a Councillor by Mr Yates

12.4                The Big Map Exercise

Cr Marriott attended the Big Map Exercise in Belgrave on 15 November 2025. The exercise was hosted by Yarra Ranges Council in partnership with Disaster Relief Australia. Cr Marriott noted that over 80 stakeholders, some from opposite ends of the Yarra Ranges, gathered for the session.

12.5                The Big Map Exercise

Cr Higgins also attended the Big Map Exercise in Belgrave on 15 November 2025. The exercise was hosted by Yarra Ranges Council in partnership with Disaster Relief Australia.  Cr Higgins thanked the Officers from Yarra Ranges Council for the insightful information provided during the event.

Cr Marriott

-           Attended the Municipal Fire Management Planning Committee held on 12 November 2025 at the Yarra Ranges Council Civic Centre.

Cr Marriott

-           Attended the Municipal Emergency Management Planning Committee held on 19 November 2025 at the Yarra Ranges Council Civic Centre.

Cr Child

-           Attended the Audit and Risk Management Committee Meeting held on 24 November 2025 at the Yarra Ranges Council Civic Centre. The meeting was also attended by Cr Ward as an observer.

Cr Mazzarella

-           Attended the Eastern Transport Coalition meeting held on 20 November 2025 via videoconference.

Cr Cox

-           Attended the proposed Montrose Quarry expansion community meeting held on 5 November 2025 at the Eastwood Golf Club. The meeting was also attended by Cr Heenan and Cr Marriott.

In accordance with Clause 87 of the Meeting Procedures and Use of Common Seal Local Law 2015, as prescribed by Section 14(2)(c) of the Local Government Act 2020.

SUMMARY

It is requested that the following document be signed and sealed:

a)        Letter Under Seal – Karen Mullholland

A letter under seal has been prepared in recognition of Karen Mullholland who has retired after 18 years of service with Yarra Ranges Council, working most recently as an Executive Assistant to the Planning and Building team.

In Favour:   Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

In accordance with Governance Rule 29.1, Cr Ward spoke to the Motion.

In Favour:   Cr Child, Cr Cox. Cr Heenan, Cr Higgins, Cr Marriott, Cr Mazzarella, Cr McAllister and Cr Ward

Against:       Nil

In accordance with Chapter 3 Rule 24 of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Urgent Business listed on the agenda for this meeting.

In accordance with section 66(2)(a) of the Local Government Act 2020.

In accordance with section 66(2)(a) of the Local Government Act 2020.

There were no Confidential Items listed on the agenda for this meeting.