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Council Policies

Current East Gippsland Shire Council Policy documents.

Access to Information (Records) Policy

This policy determines the availability and conditions of access to all records held by council. 

The policy does not relate to processes for accessing documents under Freedom of Information applications. Freedom of Information requests should be referred to the Information Management Team Leader via the application form.

Access to Information Policy 2017


Annual Allocations Policy for Committees of Management over Recreation Reserves, Facilities and Community Halls

This policy provides the basis for the equitable allocation of resources to eligible Committees of Management over recreation and community facilities.

Annual Allocations Policy 2017


Asset Management Policy

This policy provides the strategic direction to manage council’s existing and future physical assets efficiently and effectively.

Asset Management Policy 2013 (PDF 60KB)


Audit and Risk Committee Charter

Section 54 of the Local Government Act 2020 requires Council to adopt an Audit and Risk Committee Charter.

The Audit and Risk Committee Charter outlines the functions and responsibilities of the Audit and Risk Committee is assisting the Council fulfil its oversight and corporate governance responsibilities. The Charter provides for the structure and operation of the Committee.

Audit and Risk Committee Charter


Capital Discretionary Fund Policy

Capital Discretionary Fund supports undertaking small scale physical works with high community value with no other funding available or timeframes that do not allow for seeking other external funding.

Capital Discretionary Fund 2017  


CEO Employment and Remuneration Policy

Under the provisions of the Local Government Act 1989 (the Act) Council is responsible for the appointment of the Chief Executive Officer (CEO) (section 94(1)). The CEO Employment and Remuneration Policy has been developed to support the requirements of the Act through the establishment of an advisory committee known as the Chief Executive Officer Employment and Remuneration Committee.  The Committee will assist Council to fulfil its responsibilities relating to CEO employment, performance and remuneration matters.

CEO Employment and Remuneration Policy


Charter - East Gippsland Agriculture Sector Advisory Committee

The East Gippsland Agriculture Sector Advisory Committee will provide advice, guidance and recommendations to East Gippsland Shire Council on matters that affect the agriculture sector in East Gippsland and its communities.

Charter - East Gippsland Agriculture Sector Advisory Committee


Civic Recognition and Functions Policy

This policy provides guidance  to Council Staff in relation to its civic leadership role and commit to active community engagement.

Civic Recognition and Functions Policy 2017


Coastal Inundation and Erosion Planning Policy

This policy provides Council with a framework for a consistent approach to the consideration of applications for land use and development in Gippsland Lakes towns whilst conforming to State Planning Policy which requires council to plan for and manage the potential impacts of climate change.

Coastal Inundation Erosion Planning Policy 2017


Community Engagement Policy

Council is committed to the flow of information to and from community and this policy outlines the framework of processes and principles we will utilise to support engagement practices.

Community Engagement Policy 2017


Complaints Management Policy

The purpose of this policy is to establish a framework that supports how council will respond to complaints within the limits of its resources while ensuring consistent, efficient and effective complaint management. 

Complaints Management Policy


Compliance Policy

Council is responsible for enforcing the provisions of a wide range of legislation providing for the safety, health and amenity of the community generally.

Compliance Policy 2017 


Council Representation Policy

To provide a framework for the consistent management and administration of appointment, review, reporting and support arrangements in relation to Council representation on external organisations and internal boards/committees and other entities.

Council Representation Policy.pdf


Councillors Support and Expenses Policy

Section 41 of the Local Government Act 2020 requires Council to adopt and maintain a policy in relation to the reimbursement of expenses for Councillors and members of delegated committees.

The Councillors Support and Expenses Policy outlines the allowances for the Mayor, Deputy Mayor, Councillors and the reimbursement of out-of-pocket expenses incurred in the performance of official duties and support to assist Councillors to perform their official duties.
Councillors Support and Expenses Policy


Customer Response Policy

This policy provides guidance to staff in responding to customers in a timely and effective manner.

Customer Response Policy


Development Plan Policy

This policy governs the consideration and management of development plans, which are a relatively new planning tool within the East Gippsland Planning Scheme. This policy seeks to ensure that applicants are clear about the requirements and process associated with the consideration of development plans.

Development Plan Policy 2018


Drone (Remotely Piloted Aircraft) Policy

This policy exists to ensure that legislative and safety requirements are adhered to by staff using council's drone systems (also known as Remote Piloted Aircraft).  The policy has been designed with privacy and surveillance legislation in mind to protect the interests of the public.

Drone (Remotely Piloted Aircraft) Policy


East Gippsland Shire Council Disability Advisory Committee Terms of Reference 

The Terms of Reference provides the Disability Advisory Committee with a framework to maximise their contribution to access and inclusion solutions within Council. 

Disability Advisory Committee - Terms of Reference


East Gippsland Shire Council Livestock Exchange Consultative Committee Terms of Reference 

These Terms of Reference establish the guiding principles for the operation of the East Gippsland Shire Livestock Exchange Consultative Committee together with its structure, objectives and reporting protocols.

Livestock Exchange Consultative Committee Terms of Reference and Charter 2016 (124kb)


East Gippsland Shire Council Marina Consultative Committee Terms of Reference 

This document sets out the structure and Terms of Reference to guide the East Gippsland Shire Council Marina Consultative Committee.

Marina Consultative Committee Terms of Reference 2017


Council Marinas Power Policy

This policy sets out the power usage requirements for patrons who berth or moor their vessel in a council-managed marina.

Marinas Power Policy


East Gippsland Shire Council Economic Development Advisory Board Terms of Reference

The Economic Development Advisory Board Terms of Reference establishes the guiding principles on how the Economic Development Advisory Board will operate, its structure, objectives and reporting protocols.

Economic Development Terms of Reference and Charter 2016 (156kb)  


Election Period Policy

The election Period Policy ensures the conduct of the Council election is open and fair to all candidates by setting out procedures and practices to be followed by Councillors, officers and candidates during the election period. The election period commences at the close of nominations for candidates and concludes at

6.00 pm on election day.

Election period for the 2020 Council election is 22 September to 24 October 2020.

Election Period Policy (Extract from the Governance Rules) 


Financial Hardship Policy

This policy provides the framework for applying assistance to ratepayers who are experiencing financial hardship.  The policy applies to charges included on the rates and valuation notice as well as special charge schemes debtors.

Footpath Trading Policy

This policy and supporting procedure provides a framework for the sustainable use and management of our roads, road related areas and public spaces.  This policy facilitates footpath trade which does not obstruct pedestrian access or create an unsafe or unsightly environment.

Footpath Trading Policy 2017

Footpath Trading Procedure 2017


Fraud and Corruption Control Policy

Council promotes a culture where all fraudulent and corrupt activities once noticed or legitimately suspected are reported, investigated and resolved in a timely and fair manner. We actively encourage any person to report suspected incidents of fraud and corruption affecting our organisation.

Fraud and Corruption Control Policy


Governance Rules

The process for conducting Council meetings is guided by Governance Rules. The Governance Rules provide for Council to consider and make decisions on any matter fairly and on the merits and enable a person whose rights are directly affected by a decision to have their views heard and interest considered in the process. The Governance Rules apply to Council meetings and meetings of delegated committees and community asset committees. 

Governance Rules


Information Privacy Policy

This policy ensures that Councillors, employees, volunteers, contractors and service providers / service partners are aware of and comply with the Information Privacy Act 2000.

Information Privacy Policy 2017

Information Privacy Guidelines 2017


Investment Policy

This policy provides a framework to ensure that council optimises its return on investment of surplus funds, whilst minimising the exposure to risk of public revenue.

Investment Policy  

Occupational Health and Safety Policy

East Gippsland Shire Council is committed to maintaining a safe and healthy operation for all employees and visitors and recognises that this is an integral part of our business.

Occupational Health and Safety Policy  


Planning Compliance Policy

This policy aims to ensure that Council meets its responsibility under the Planning and Environment Act 1987, to efficiently administer and enforce the East Gippsland Planning Scheme.

Planning Compliance Policy 2017

Planning Compliance Procedures 2017


Planning Permit Application Delegations Policy

This Planning Permit Application Delegations Policy underpins the planning permit application process and Instruments of Delegation adopted by Council from time to time. The policy is to be referred to when exercising the power conferred by the Instrument of Delegation. The powers, discretions, functions or authorities delegated will be performed by the designated delegates in accordance with the policy and guidelines.

Planning Permit Application Delegations Policy 2018  


Private Planning Scheme Amendment Policy

Compliance with this policy will ensure that private planning scheme amendments do not create a financial burden on the shire's residents and ratepayers.

Private Planning Scheme Amendment Policy


Procurement Policy

Council is committed to the effective procurement of goods, services and works in a manner that will meet its corporate goals, objectives and legislative requirements under the Local Government Act 1989 and will achieve best value outcomes. The policy provides a framework to ensure Council’s procurement procedures and processes conform to section 186 of the Act and a competitive process is conducted prior to the purchase of any goods and services or carrying out of works.  

Procurement Policy


Public Interest Disclosure Policy

Council is committed to ensuring transparency and accountability in the workings of Council and compliance with the Public Interest Disclosures Act 2012. This Policy and Procedure facilitate the making of disclosures regarding improper conduct by public officers and public bodies and supports the making of disclosures that reveal corrupt conduct, conduct involving a substantial mismanagement of public resources, or conduct involving a substantial risk to public health and safety or the environment.

Public Interest Disclosure Policy

Protected Disclosure Procedure 2017

Protected Disclosure Procedure Flowchart

Protected Disclosure Procedure Checklist  


A disclosure relating to a Councillor must be made to the Victorian Ombudsman or to the Independent Broad-based Anti-Corruption Commission (IBAC), refer to contact details below.


Victorian Ombudsman

Website: www.ombudsman.vic.gov.au

Telephone: 03 9613 6222 or 1800 806 314



Website: www.ibac.vic.gov.au

Telephone: 1300 735 135


Public Space Closed Circuit Television Surveillance Policy

The primary purpose for installing closed circuit cameras is to discourage and detect unlawful behaviour in and around council property and in public places, resulting in enhanced safety and security for citizens and assets within East Gippsland Shire.

This policy and supporting Code of Practice will ensure that council's CCTV program operates fairly, within applicable legislation, only for the purposes for which it is established and with regard to the privacy and human rights of the public and council staff.

Public Space Closed Circuit Television Surveillance Policy

Surveillance Program Annual Review 2017


Public Transparency Policy

Section 57 of the Local Government Act 2020 requires the Council to adopt and maintain a Public Transparency Policy.

The governance principles in the Local Government Act 2020 require Council decisions, actions and information to be open and accountability to the community. The Public Transparency Policy describes the type of Council information that is publicly available and how the community can access the information.

Public Transparency Policy  


Quick Response Capital Fund Policy

To provide a flexible and responsive, yet accountable and transparent process to support undertaking small scale capital works. The program allows the funding of works of high community value when opportunity arises and there is no other funding available, or timeframes do not allow for sourcing of other external funding.

Quick Response Capital Fund Policy.pdf


Leasing and Licencing Policy for Council owned Land and Council managed land

This Policy outlines the principles to be applied to the leasing and licencing of non-residential Council owned land and land managed by council on behalf of the Crown.

Leasing and Licencing Policy for Council Owned and Managed Land


Risk Management Policy

This policy establishes the foundation for a consistent, proactive and measurable approach to effective risk management across council's assets, operations and strategies. Implementation of this policy will encourage the identification and treatment of potential risks and facilitate the safe and effective delivery of council objectives.

Risk Management Policy


Sale of Council Land Policy

This policy aims to ensure that the sale of Council owned land is subject to a fair and transparent process in accordance with this policy and relevant legislation.

Sale of Council-owned Land Policy 2017


Special Charge Scheme Policy

Council is committed to the improvement of infrastructure and services to the community, and this policy is designed to assist council and members of the community in providing 'special benefit' infrastructure such as roads, kerb and channel, drainage, footpaths, bridges and relocation of services.

Special Charge Scheme Policy 2013 (PDF 72KB)


Social Media and Media Relations Policy

This policy outlines the procedures for staff dealing with media and the expected behaviours when using social media.

Social Media and Media Relations Policy 2018


Timber Encouragement Policy

East Gippsland Shire Council recognises the importance of the timber manufacturing and forestry products industries to our local community and the wider Gippsland region.


This policy aims to encourage the use of timber as Council’s preferred material for the construction and fit out of council buildings and infrastructure.

Timber Encouragement Policy 2018  

Waste Services Policy

East Gippsland Shire Council aims to ensure that waste services are delivered in a fair, equitable and effective manner. This policy and procedure set out objectives and actions to ensure that council's legal and strategic requirements are maintained.

Waste Services Policy 2014 (PDF 276KB)

Waste Services Procedure 2014 (PDF 387KB)



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