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Council policies

Council policies that are externally focused are made available to the public. Where policies are single documents the links below will open the document.

Where there are a number of related documents the link below will open a new page with all the related documents listed.

Access and Equity Policy

The purpose of the Access and Equity Policy is to ensure that all employees, community members and citizens are aware of the importance Council places on Access and Equity and to ensure that social resources and opportunities are shared in a fair and equitable way with all community members.

Click on the link to view the Access and Equity Policy.

Applicant Objector Meeting Procedure

The purpose of the Applicant Objector Meeting Procedure is to define when an applicant/objector meeting should occur, establish the roles and responsibilities of each meeting attendee, ensure applicant/objector meetings are conducted in a structured and orderly manner and to define the type of outcomes that may be expected from an applicant/objector meeting.

Click on the link to view the Applicant Objector Meeting Procedure.

Asset Naming Policy

The purpose of the Asset Naming Policy is to provide guidelines for the naming of roads and community assets within the Mount Alexander Shire and to preserve the Shire’s identity and heritage and to recognise its rich diversity.

Click on the link to view the Asset Naming Policy.

Cash Management Policy

The Cash Management Policy provides guidelines under which Council must operate when considering the investment of funds. The policy preferences investing in financial institutions that do not invest in, or finance, the fossil fuel industry. The policy allows greater flexibility to invest in lower rated category banks but does set limits around the maximum exposure to single entities. The policy was updated and endorsed at the Ordinary Meeting of Council on 15 October 2019.

Click on the link to view the Cash Management Policy.

Child Safe Policy

The Child Safe Policy outlines Council’s commitment to child safety by maintaining child safe work standards that promotes the health and wellbeing of children in the shire. Council strives to be a child safe organisation where protecting children and preventing and responding to child abuse is embedded in the everyday thinking and practice of all employees, contractors and volunteers.

Click on the link to view the Child Safe Policy.

Commitment Statement to the Local Indigenous community

On 10 June 2014, Council endorsed a Statement of Commitment to the local Aboriginal and Torres Strait Island community. The Dja Dja Wurrung people are the first people of Mount Alexander Region. The commitment statement will form the platform for a number of collaborations between Council and the local Indigenous community.

Click on the link to view the Commitment to the Aboriginal and Torres Strait Island Peoples of the Shire

Community Engagement Policy

The Community Engagement Policy outlines Council's commitment to engaging with the community and its intent to ensure clear and thorough communication in all stages of each community engagement process.

Council adopted a revised Community Engagement Policy at its Ordinary Meeting of Council on 17 March 2020.

Click on the link to view the revised Community Engagement Policy.

Community Support Policy

The Community Support Policy provides an overarching framework to determine the nature and level of support Council provides to community groups, organisations and Committees.

Click on the link to view the Community Support Policy.

Complaints Policy

At the Ordinary Meeting of Council 21 May 2019, Council adopted the Complaints Policy. The purpose of this policy is to ensure that Council handles complaints fairly, efficiently and effectively. It sets out the key principles and concepts of complaint management to ensure that any person who wishes to make a complaint has the matter dealt with in an approved and consistent manner.

Click on the link to view the Complaints Policy

Council Expenses Policy

The Council Expenses Policy supports Councillors and members of delegated committees to perform their role, as defined under the Local Government Act 2020, by ensuring that expenses reasonably incurred in the performance of their role are reimbursed. The policy also provides guidance on:
• Entitlements
• Processes for reimbursement
• Reporting requirements.

The policy is intended to ensure that Councillors and members of delegated committees are supported to perform their duties without disadvantage.

Click on the link to view the Council Expenses Policy.

Council Grants Policy

The purpose of the Council Grants Policy is to ensure that requests for funding support from the community are managed in a consistent, transparent and equitable manner.

Council regularly receives requests from community groups to provide funding support for a range of programs, projects, events and initiatives. Council funding support may be in the form of a grant, donation, sponsorship, fee reduction or waiver. Implementation of the policy will ensure that responses to requests for funding support are managed in a way that aligns identified community need with Council strategic priorities and provides community benefit.

The policy applies to eligible organisations and community groups seeking funding support from Council, either based
in the Mount Alexander Shire or with demonstrated links to communities within the Shire.

Click on the link to view the Council Grants Policy.

Councillor Code of Conduct

The Councillor Code of Conduct describes Councillor conduct, principles, behaviours, Council decision making, confidential information, access to and use of information, use of Council resources, relationships with staff, gifts, communication, conflict of interests, dispute resolution.

This Code was adopted by Council on 21 February 2017.

Click on the link to view the Councillor Code of Conduct.

COVID-19 Financial Hardship Policy

This policy seeks to provide guidance and support to all ratepayers, businesses and residents within the shire who are experiencing temporary financial hardship due to the impacts of COVD-19. Assistance is offered in relation to property rates and changes and other items such as permits, leases, waste charges and animal registrations. Council adopted the policy on 16 June 2020.

Click on the link to view the COVID-19 Financial Hardship Policy.

Customer Service Policy

The purpose of this Policy is to outline Council’s commitment to high level customer service to the community and set out clear standards of service the community can expect from Council Officers. This policy will also advise on the service that can be expected from Council and the steps that can be taken if someone is not satisfied with Council decisions or actions.

Click on the link to view the Customer Service Policy.

Dog and Cat Registration Fee Reduction Policy

The Dog and Cat Registration Fee Reduction Policy explains how residents can apply for a reduced pet registration fee either in the event of the passing of a registered pet part way through the year or for a new registration part way through the year. The year used is the registration year from 9 April one year to 10 April the next.

To apply for a Registration Fee Reduction, please call Council offices during business hours on 5471 1700.

Click on the link to view the Dog and Cat Registration Fee Reduction Policy.

Election Period Policy

The Election Period Policy has been developed in accordance with the Local Government Act 2020 (the Act) to ensure the Mount Alexander Shire Council elections on Saturday 24 October 2020 (and subsequent elections) are conducted in a manner that is ethical; fair and equitable; and are publicly perceived as such.

The 'election period' as defined by the Act for the 2020 Local Government elections will commence at 12.00 pm on Tuesday 22 September 2020 and end at 6.00 pm on election day, 24 October 2020. The 2020 General Election in Mount Alexander Shire Council will be conducted by postal voting, which closes at 6.00 pm Friday 23 October 2020.

Click on the link to view the Election Period Policy.

Fee Waiver Policy

This Policy seeks to ensure that consideration of requests for financial support are managed in a consistent, transparent and equitable manner, in line with Council goals and priorities. It applies to the fees and charge defined in the fees and charges schedule of the annual budget. While there are a number of exclusions to the fees and charges able to be considered for waiver, only fees less than $1,000 will be considered for a waiver.

Click on the link to view the Fee Waiver Policy.

Click on the link to view the Fee Waiver Request Policy Form

Film Making in Shire Policy

The Film Making in Shire Policy provides guidelines for filming within the Mount Alexander Shire Council including: Motion picture photography for television; Feature films; Advertising; Student Film Projects; Documentaries; Musical Videos and Commercial Stills Photography.

Click on the link to view the Film Making in the Shire Policy.

Financial Hardship Policy

The purpose of the Financial Hardship Policy is to establish a consistent approach for Council to manage payments and communicate with ratepayers who are identified as experiencing financial hardship. Those ratepayers not experiencing financial hardship should refer to the Revenue and Debt Collection Policy. Council adopted the policy on 18 August 2020.

Click on the link to view the Financial Hardship Policy.

Fraud and Corruption Prevention Policy

The purpose of the Fraud and Corruption Prevention policy is to establish Mount Alexander Shire Council’s (Council) position in preventing fraud and corruption, and to demonstrate that Council is committed to the prevention, detection, and response of any such occurrences.

Click on the link to view the Fraud and Corruption Prevention Policy.

Flying of Flags Policy

The Flying of Flags Policy covers the flying of flags on Council controlled flag poles.

The policy defines how applications from the Mount Alexander Shire community to fly flags on specific days will be considered.

Click on the link to view the Flying of Flags Policy

Gaming Policy Framework

Council adopted a Gaming Policy Framework at its 14 December 2010 meeting. The purpose of the frame and policy is to guide decision-making on applications for electronic gaming machines and venues in the Shire. The Gaming Policy Framework identifies areas within the Shire that may be more vulnerable to gambling problems, based on socio-economic and demographic indicators.

Click on the link to view the Mount Alexander Shire Gaming Policy Framework

Gift and Hospitality Policy

The Gift and Hospitality Policy outlines the process for the acceptance, declaration and allocation of gifts received by Mount Alexander Shire Council staff and Councillors.

On occasion staff and Councillors may be offered a gift or hospitality by members of the public, organisations, and/or visitors. Whilst corporate hospitality may be appropriate recognition at a particular event for a particular occasion, the acceptance of a gift or benefit may be construed as giving rise to an obligation or indebtedness by the council to the person(s) offering the gift or benefit. Therefore, in the interests of probity, and to transparently manage the acceptance or return of gifts, a policy is required that clearly identifies the criteria for acceptance or return of gifts, and for the registering and receipt for the dissemination of that gift.

Click on the link to view the Gift and Hospitality Policy

Glyphosate Policy

The Glyphosate Policy defines the Mount Alexander Shire Council's position on the use of glyphosate based herbicides for weed control. The policy position of relying on the independent scientific conclusions of the Australian Pesticides and Veterinary Medicines Authority is consistent with advice from the Department of Health and Human Services (DHHS), Environment Protection Authority (EPA), Municipal Association of Victoria (MAV) and Worksafe Victoria. The policy has been endorsed by Council's Health and Safety Committee. The Glyphosate policy makes significant commitments to minimise the use of glyphosate, including continuing to monitor and trial organic herbicide alternatives and chemical - free weed control methods.

Click on the link to view the Glyphosate Policy.

Governance Rules

The objectives of the Governance Rules are to –
(a) provide for the peace, order and good government of the Mount Alexander municipal district;
(b) provide for the administration of Council’s powers and functions;
(c) regulate proceedings at meetings of Council, a Delegated Committee and other meetings conducted by or on behalf of Council where Council has resolved that the provisions of these Governance Rules are to apply;
(d) regulate the procedure for the election of the Mayor and Deputy Mayor; promote and encourage local community participation in the system of local government by providing mechanisms within the meeting arrangements for council to ascertain the local community’s views and expectations; and
(e) provide an Election Period Policy to regulate compliance in the lead up to local government elections.

Click on the link to the view the Governance Rules.

Housing Access and Equity Policy

The Housing Access and Equity Policy outlines Council’s commitment to ensuing there is housing that meets the needs of all residents of Mount Alexander Shire. It provides an overarching framework outlining the actions Council will undertake to facilitate access to affordable and adaptable housing that meets the needs of the community.

Click on the link to view the Housing Access and Equity Policy.

Land Disposal Policy

The Land Disposal Policy outlines a two stage process for the assessment of land to determine if it is surplus to Council and community requirements prior to exchange, transfer or sale. The Policy also outlines Council’s commitment to following the “Local Government Best Practice Guidelines for the Sale, Exchange or Transfer of Land” published by the Department of Planning and Community Development.

Click on the link to view the Land Disposal Policy.

Media Relations Policy

The Media Relations Policy ensures effective handing of media enquiries and proactive media relations to enhance the communication of Council messages to the community.

Council seeks to continuously improve our relationship with the media to ensure that Council handles all enquiries for information from the media effectively, openly and directly. The goal is to communicate proactively with the media resulting in effective delivery of key messages to the community through the media.

Click on the link to view the Media Relations Policy

Neighbourhood House Policy

The Neighbourhood House Policy provides a fair and equitable approach to supporting local Neighbourhood Houses through initiatives such as advocacy, in kind support and funding. We have Castlemaine Community House and Maldon Neighbourhood Centre in our shire. Both centres provide a diverse program of events, activities and facilities that bring people together to learn, connect and contribute to their community.

Council adopted the policy at the Ordinary Meeting of Council on 19 May 2020.

Click on the link to view the Neighbourhood House Policy.

Planning Permit Determination Policy

The purpose of the Planning Permit Determination Policy is to establish four circumstances under which a planning permit application will be determined by the elected Councillors of Mount Alexander Shire, rather than an officer acting under delegation. It also establishes that Council will convene a meeting between applicants and objectors prior to determining a permit matter at a public meeting; that Councillors can call-in and determine a permit application prior to its determination by an officer (acting under delegation); and that Council will not receive questions or statements from any person relating to any planning permit application under consideration by Council during that same Ordinary Meeting of Council.

Click on the link to view the Planning Permit Determination Policy

Pricing Policy

The aim of the Pricing Policy is to provide guidance for setting appropriate levels of fees and charges, taking into account community benefit, user groups and corporate objectives


Click on the link to view the Pricing Policy.

Privacy and Data Protection Policy

At the Ordinary Meeting of Council 21 May 2019, Council adopted the Privacy and Data Protection Policy. The Privacy and Data Protection Act 2014 (Vic) replaced the Information Privacy Act 2000 (Vic) and this policy reflects the change to a single privacy and data protection framework.

Council considers that the responsible handling of personal information is a key aspect of good corporate governance and is strongly committed to protecting an individual’s right to privacy.

Click on the link to view the Privacy and Data Protection Policy.

Procurement Policy

The Procurement Policy contains statements of legislation principle, policies and procedures related to the acquisition of goods, services and works by Council. It contains both standard and mandatory requirements and guidelines for officers of the Council. It establishes minimum standards and principles which are to be applied across the organisation in the procurement of goods, services and works. The Policy is reviewed annually and was last adopted by Council on 19 May 2020.

Click on the link to view the Procurement Policy.

Property Leasing and Licensing Policy

The purpose of the Property Leasing and Licensing Policy is to describe how Council makes decisions about the licensing and leasing of Council properties to commercial and community tenants.

Click on the link to view the Property Leasing and Licensing Policy.

Public Art Policy

The purpose of the Public Art Policy is to assist Council in guiding strategies for the future implementation of public art across the Shire.

Click on the link to view the Public Art Policy.

Public Transparency Policy

The Public Transparency Policy establishes Councils position in providing a transparent environment so that the community can access documentation and information about our administrative, regulatory, policy making and decision making processes.

Click on the link to view the Public Transparency Policy.

Revenue and Debt Collection Policy

The Revenue and Debt Collection Policy is designed to provide a clear and consistent approach to staff and customers on Council’s process for collecting monies that are both due and overdue. The Policy applies to property rates and charges as well as general debtor invoices, and will assist customers to better understand their rights and obligations. Excluded from this Policy is financial hardship, which is separately addressed in the Financial Hardship Policy. Council adopted the policy on 18 August 2020.

Click on the link to view the Revenue and Debt Collection Policy.

Risk Management Policy

The purpose of the Risk Management Policy is to provide a framework for the management of risk and to define risk management responsibilities. Risk management is the systematic application of management policies, procedures and practices to the tasks of identifying, analysing, evaluating and controlling risk.

Click on the link to view the Risk Management Policy.

Staff Code of Conduct

The Staff Code of Conduct (titled the Workplace Code of Conduct outlines the principles of good conduct and standards of behaviour which the community can expect of Council staff. It describes the general duty of staff to work for the good of the overall community, to meet high standards of integrity and honesty and to deliver services according to Council’s policies, plans and strategies.

Click on the link to view the Staff Code of Conduct.

Statutory and Discretionary Reserve Policy

The Statutory and Discretionary Reserve Policy is to establish requirements around the creation of reserves, transfer to reserves and subsequent expenditure of funds from these reserves. In addition, this policy serves to ensure that sufficient cash is available to fund projects supported by reserves.

Click on the link to view the Statutory and Discretionary Reserve Policy.

Volunteer Support Policy

The Volunteer Support Policy outlines Council’s position in relation to supporting volunteers and the
important role they play to assist Council in serving the community. This policy ensures
volunteering at Mount Alexander Shire Council is guided by fair and consistent principles
and procedures that provide a positive experience and outcomes for volunteers, the
community and staff at the Council.

Council adopted the Volunteer Support Policy at its Ordinary Meeting of Council on 16 June 2020.

Click on the link to view the revised Volunteer Support Policy.

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