Published on Tuesday, 29 September 2026 at 9:30:00 AM
Below is the Shire President’s Recap of the Ordinary Council Meeting (OCM) that was held on Wednesday 23 September 2026.
Click the buttons below to jump to the item covered in this Recap:
Item 9.1.1: Reconsideration of DA P25070 – Pine Plantation, Mumballup
Item 9.1.2: Request to close 2x unconstructed Road Parcels in Balingup
Item 9.1.3: Event Application – Dark Down South Open Air Festival
Key updates following routine policy revisions (multiple items)
Item 9.3.1: Donnybrook Medical Centre – lease arrangements & site review
Item 9.3.2: Goods Shed, Donnybrook – further lease extension request
Tenders awarded for Road Upgrades & Construction Works (confidential items)
Item 9.1.1: Reconsideration of DA P25070 – Pine Plantation, Mumballup
What did Council receive?
This item relates to Development Application (DA) P25070 for a pine plantation on Lot 212 Hearle Road in Mumballup, which was previously considered by Council at the March 2026 OCM. At this meeting, the application was approved with a number of conditions decided by Council. Subsequently, the applicant has requested some of those conditions be reviewed through the State Administrative Tribunal (SAT), particularly those relating to property setbacks, road requirements, and harvesting operations.
As part of the SAT process, the matter was reviewed by the Shire, with input from stakeholders, referral agencies and relevant Shire service areas. Through mediation and discussions between the parties, a revised set of conditions was developed. The updated conditions aim to balance the operation of the plantation with environmental, bushfire management and transport considerations, while continuing to protect the broader community's interests.
Following the original decision and the recent SAT proceedings, Council has been asked to reconsider the conditions and endorse the amendments as outlined in the officer report in this month’s meeting, before the matter is returned to SAT. The report outlines the proposed changes and provides information to assist Council in reaching a decision.
What was the outcome?
Council resolved to proceed with the Executive Recommendation, endorsing the amended conditions for DA P25070 as negotiated through the SAT review process. This resolution supports the findings and recommendations presented by Shire officers and will inform the Shire’s position when the matter returns to SAT. A directions hearing* is scheduled for 9 October 2026.
* This is a procedural meeting where the Tribunal reviews the current status of the matter and determines the next steps in the process. This may include considering Council's decision and identifying whether any further action, mediation or hearings are required before the matter can be concluded.
Item 9.1.2: Request to close 2x unconstructed Road Parcels in Balingup
What did Council receive?
A request to close two (2) portions of unconstructed road to facilitate private acquisition has been received from an adjoining landowner. The subject road reserves extend from Russells Road, Balingup, which are depicted on the location plan provided in the item report.
Where an adjoining landowner seeks to acquire a portion of road reserve, the road must first be formally closed. In this particular case, the reserves associated with this proposal are unconstructed and have never been formed or used as public roads. The Shire's Works & Services department has also advised that there are no current or foreseeable plans to construct roads within these road reserves.
Road closure requests are first received by local governments in accordance with the relevant legislation, and are then referred to the Minister for the Department of Planning, Lands & Heritage (DPLH) for determination. Shire officers have undertaken a preliminary assessment of the proposal and recommend that the request proceed to DPLH for approval, as no significant issues that would prevent the request from progressing have been identified.
What was the outcome?
Council resolved to support the request, which will now be referred to DPLH for final determination.
Item 9.1.3: Event Application – Dark Down South Open Air Festival
What did Council receive?
An event application for Dark Down South Open Air Festival has been received, proposing for the event to be held at Jim McDonald Oval in Kirup on 20 and 21 November 2026. The applicant, formerly known as JamArt Sound Lounge, has hosted this event previously at the same location in 2024 and 2025, both of which were highly successful.
The application for this year’s iteration of Dark Down South is proposed to be a public, ticketed event with a cap of 400 audience members, alongside approximately 75 band members and 25 support/vendor staff. It is suggested to be a BYO alcohol event with camping available on-site, and food trucks. In their event application, they have also committed to providing:
- Temporary toilets to cater for their audience
- Provision for disability access, including the opportunity to install a hearing loop if required
- First aid with two senior first aiders
- Cleaning and waste removal
- Temporary fencing and professional security for the duration of the event
- Lighting towers
- A traffic management plan and accredited traffic controllers
What was the outcome?
Council resolved to approve the event, subject to various terms and conditions relating to noise, community safety, waste management, risk mitigation, and post-event debriefing including Shire staff, the event organiser, and relevant festival staff.
Key updates following routine policy revisions (multiple items)
The following is a summary of several policy updates that were accepted by Council at this meeting. For further details about any of these particular policies and associated changes, refer to the report for the relevant item number in the Meeting Minutes.
New & Reviewed (currently in effect)
- Installation of Public Memorial Seat – item 9.1.4
- Temporary Employment or Appointment of CEO – item 9.2.4
- Debt, Regional Price Preference, and Purchasing Card – item 9.2.5
- Legal Representation for Elected Members, Employees and Volunteers – item 9.3.3
- Information Breach Management – item 9.3.4
- Records Management, Honorary Freeman, and Policy Framework – item 9.3.5
Rescinded (no longer in effect)
- Fireworks Events, and Permits for Road Verge Burning – item 9.1.5
Contents will instead be incorporated into operational procedures and administration policies to ensure consistent application
- Community Townscape Activities, and Tourism in Donnybrook Balingup – item 9.2.3
No longer applicable or has outlived practical usefulness, strategic direction is instead provided via the Shire’s Economic Development & Tourism Strategy
Item 9.3.1: Donnybrook Medical Centre – lease arrangements & site review
What did Council receive?
The matter before Council relates to the lease arrangements between Council and Donnybrook Medical Services – the lessee – for the building located at 41 Bentley Street, Donnybrook (locally known as the Donnybrook Medical Centre). The lease has expired (term ended 30 June 2026), and a direction is needed for future tenancy arrangements.
What was the outcome?
Council approved a 12-month arrangement that will serve as a “holdover period” applied retrospectively from 1 July 2026 (from the point the existing lease officially expired). This option balances the continuity of essential services with providing both Council and the Donnybrook Medical Centre with additional flexibility while longer-term arrangements are considered by both parties respectively.
To understand more about this subject and why Council has taken this approach, refer to the full community update linked below.
See the full update here
Item 9.3.2: Goods Shed, Donnybrook – further lease extension request
What did Council receive?
The representative for the Goods Shed has requested a further extension of the current holdover arrangement for the lease of the associated property, Lot 597 (2) Collins Street, Donnybrook.
This matter follows Council’s previous approval for a short-term holdover arrangement to facilitate continued occupation while outstanding matters were addressed, alongside the consideration of the long-term use and management of the facility.
What was the outcome?
Council approved a further extension of the holdover arrangement until 31 December 2026 on the existing terms and conditions. As an additional condition to this arrangement, Council has requested that an authorised representative of the lessee is nominated to attend a monthly in-person meeting with the Shire administration, for the duration of this extension. The purpose of this additional requirement is for the lessee to provide an update of the proposed resolution of the tenancy arrangements and arrears.
Tenders awarded for Road Upgrades & Construction Works (confidential items)
What did Council receive?
Tender applications for road upgrades and construction works at the following locations have closed, and submissions are to be considered by Council for final decision.
- Palmer Street, Donnybrook (RFT 2627-375)
- Brookhampton Road, Donnybrook (RFT 2627-376)
- Brockman Street, Balingup (RFT 2627-277)
This matter was considered behind closed doors as the tender process and contract discussions involve commercially sensitive information.
What was the outcome?
Council resolved to award the contracts for each of the tenders to Carbone Bros Pty Ltd. An adjustment to the 2026-2027 Annual Budget was also endorsed, based on it being a net zero impact:
- Palmer Street, Donnybrook – current: $550,000 – amended: $500,000
- Brockman Street & Bailey Heights intersection – current: $92,000 – amended: $142,000
Thank you for reading this Recap of key items from the September 2026 OCM. You can browse information and documents related to Council Meetings via the Shire website. For further details on the items mentioned above, please refer to the reports and corresponding attachments within the Minutes of this meeting.
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