1. Purpose and Status

This policy sets out the Council’s agreed and mandatory practice for the conduct of meetings and the drafting of minutes. It operates alongside, and does not replace, the Council’s Standing Orders. This policy is to be applied in full. Partial or selective application is not compliant with Council policy.

2. Roles and Responsibilities

The Council determines policy and takes decisions. The councillor presiding manages the conduct of the meeting in accordance with Standing Orders. The Clerk advises on procedure and law where required and implements the Council’s decisions.

Minutes are the formal legal record of the Council’s decisions and agreed actions.

3. Core Principles for Minutes

Minutes shall be concise, factual, and decision-focused. They shall record resolutions, decisions, and actions agreed by the Council. They shall not reproduce debate or narrative discussion.

Minutes may include only such factual context as is strictly necessary to understand the resolution or action taken.

4. Recording of Actions and Accountability

Where the Council agrees an action, the minutes must record:
• a brief description of the action;
• the councillor or officer responsible, identified by initials; and
• where appropriate, an indicative timescale or meeting for review.

Actions will not be recorded without an identified responsible person. Where an action is proposed but no responsible person is agreed, the matter will be deferred.

5. Reports and External Updates

Where reports are received from councillors, committees, or external bodies, the minutes shall record that the report was received and any resulting decision or action only. The content of reports shall not be summarised or reproduced in the minutes.

6. Planning Matters

Planning minutes shall record only:
• the application reference and site;
• the Council’s decision or response (support, object, or no comment);
• brief reasons for the decision where required; and
• any agreed delegation.

Planning minutes shall not include:
• narrative descriptions of the application;
• summaries of planning officer reports, planning policy, or correspondence;
• explanatory commentary, legal background, or procedural justification beyond what is required to support the decision.

Brief reasons are limited to the Council’s own planning considerations and shall not restate planning officer advice or planning policy text. Any detailed background, advice, or commentary will be contained within agenda papers or separate submissions and will not be reproduced in the minutes.

7. Public Participation

Public participation shall be recorded separately from Council business and summarised briefly. No debate or extended commentary arising from public participation shall be recorded in the minutes.

8. Delegation

Any delegation recorded in the minutes reflects a decision of the Council and does not extend beyond the terms explicitly agreed.

9. Time Management

The councillor presiding will ensure that discussion is proportionate and focused on reaching decisions, so that meetings conclude within the time limits set out in Standing Orders.

10. Review

This policy will be reviewed by the Council within 12 months of adoption, or sooner if required.

Appendix A – Minute Examples (Illustrative, Non‑Exhaustive)

The following examples illustrate the required approach to minute‑taking under this policy. They demonstrate clarity, proportionality, and consistency. They are illustrative only and do not replace the policy requirements above.

Example 1: Planning Matters

Application ref: PL/01234/26– Erection of single storey rear extension 1 Meadow View, Thimbleby
RESOLVED: Support.
Reasons: The proposal was considered proportionate to the existing dwelling and raised no concerns in relation to scale, design, or impact.
Action: Clerk to submit response to ELDC.

Example 2: Planning Matters

Application ref: PL/07890/26 - Outline application for up to 6 dwellings. Land off Coronation Close, Thimbleby.

Council Decision: Object.
Reason: Concerns were raised regarding highway access and the cumulative impact of development on local infrastructure

Delegation: Delegated to the Clerk to submit the Council’s response.
Action: Clerk to submit response to ELDC.

Example 3: Report from County Councillor

The County Councillor reported on flooding and drainage issues in the parish. It was noted that drains on Thimbleby Hill are scheduled to be cleared in February 2026.

Example 4: Report from District Councillor

The District Councillor provided an update on local government reorganisation and district‑wide funding matters.

Example 5: Correspondence from Residents

Correspondence was received from a resident regarding speeding concerns on Thimbleby Hill.
Action: Clerk to forward the concerns to LCC Highways.

Example 6: General Update with No Specific Outcome

A general update was provided on county matters. No specific actions were agreed.

These examples are provided to demonstrate the required format and level of detail only. They do not represent real planning applications and are intended to illustrate compliance with this Policy.

Adopted 27/1/2026 Minute 23/26