Parish Council Meetings

Final

What are the rules governing Council Meetings?

The core functions of the Council - making local decisions and policy relevant to the public interest of the parish, are performed at Council Meetings. A parish council must hold an Annual Meeting (this is NOT the same as an Annual General Meeting) and at least three other Ordinary Meetings in a year. In between, Extraordinary Meetings - to consider specific urgent matters, such as Planning Applications - may be called at any time by the chairman or members, but due notice must be given.

A parish council consists of the chairman and not fewer than five elected parish councillors, and a quorum of the main council committee is at least one-third of the members, or three members, whichever is the greater, which also applies to any subcommittee of the parish council.

A council can form committees with delegated powers for specific purposes, but they must comply with the protocols for public attendance, minute-taking and notice of meetings that apply to the main council. A committee may form sub-committees. A council can also appoint advisory groups that are exempt from these constraints (to give flexibility) but these have no delegated powers and cannot make financial decisions. Such groups may contain members who are not councillors.

Who arranges Parish Council Meetings and when do they happen?

Public notice of meetings of a council and its committees must be given at least three clear days, excluding Sundays and Public holidays, beforehand. It must be displayed in a "noticeable place" in the Parish, giving time, date and venue. A summons (not an optional polite request) to attend the meeting is also issued, specifying the agenda, to every member of the council.

The Parish Clerk is responsible for organising and keeping a record of every meeting.

Our Council on average meets once a month, except for the summer holiday and Christmas periods. Meetings are held in the Kettleburgh Village Hall at 19.30, unless otherwise stated in the agenda.

What is an Agenda?

The Agenda will tell you as well as councillors what business is to be done ('transacted') at a meeting and where and when it will take place. It will often be published online (this website) in draft before being made Final. The Clerk posts Final Agendas on the Parish Noticeboard (junction of The Street and Ling's Field) and online. They are usually posted a week in advance.

Items not on the agenda cannot be formally debated or resolved at a meeting. Items brought up by the attendance of the general public or in correspondence can be discussed, but formal resolutions on these must be deferred to the next meeting, so that due notice can be given, if they are not covered by the existing agenda.

What are Minutes?

Minutes are an after the event record of what business was done at a meeting. As such, they are written in the past tense. Parish Council Minutes record important points and decisions only, not detailed dialogue. Generally the names of contributors are not included because after publication the Minutes become the sole legal record and cannot then be amended to remove a name.

Like Agendas, they must be displayed in a 'noticeable place' in the parish (our Noticeboard), and they are now also displayed on this website. The Clerk posts them in Draft form as soon after a meeting as is practicable. 'Draft' status conveys to you that the minutes may be amended until they are approved and ratified (made 'Final') at the following meeting. The page numbering of minutes is consecutive through the year, as they are conceptually part of a 'minute book'. Each agenda item is given a consecutive reference number for audit purposes.

How can I see the Agendas and Minutes?

The meeting schedule is detailed in the table below. To see an Agenda or set of Minutes, please just click on the relevant blue links in columns two or three.

Can I go to the meetings and might I be recorded?

Every meeting is open to the public. Residents are welcome and encouraged to attend and can speak during the public forum at the beginning. During this forum reports might also be heard from your District and County Councillors. The rest of the meeting forms the business of the Parish Council. Members of the public are generally welcome to stay on for this, but may not contribute unless invited to do so by the Chair. The exception to staying on is confidential items - for these, the Council formally resolves to exclude the public and press on the grounds that publicity would be prejudicial to the public interest. Please be aware that filming and other reporting might take place at the meeting, but the council no longer routinely records meetings.

(We are not currently producing Newsletters (Sept '23))

Date (newest at the top)	Agenda	Minutes
07 December 2023 ordinary meeting
09 November 2023 ordinary meeting
12 October 2023 ordinary meeting
27 September 2023 Extraordinary meeting (Planning - new bungalows appl.)	Final
14 September 2023 ordinary meeting	Final
05 September 2023 Extraordinary meeting (Planning - new Care Farm appl.)	Final	Final
22 August 2023 Extraordinary meeting (Planning)	Final	Final
26 July 2023 Ordinary meeting	Final	Final
25 May 2023 Kettleburgh Annual Parish Meeting (in Draft 'til the next one)	Final	Draft
18 May 2023 Annual Parish Council meeting	Final	Final
26 April 2023 Extraordinary meeting to be held in the village hall at 19.30	Final	Final
13 April 2023 ordinary meeting to be held in the village hall at 19.30	Final	Final2
23 March extrordinary meeting to be held in the village hall at 19.30	Final	Final2
09 March 2023 ordinary meeting to be held in the village hall at 19.30	Final	Final
20 January 2023 ordinary meeting to be held in the village hall at 19.30	Final	Final
08 December 2022 ordinary meeting to be held in the village hall at 19.30	Final	Final
10 November 2022 ordinary meeting to be held in the village hall at 19.30	Final	Final
13 October 2022 ordinary meeting to be held in the village hall at 19.30 POSTPONED (due to illness)	N/A
27September 2022 ordinary meeting to be held in the village hall at 19.30 Parish Clerk note regarding Item 9 - Kettleburgh Village Pound	Final	Final
08 September 2022 ordinary meeting to be held in the village hall at 19.30 POSTPONED	N/A
14 July 2022 ordinary meeting to be held in the village hall at 19.30.	Final	Final
07 July 2022 ordinary meeting to be held in the village hall at 19.30 CANCELLED	N/A
05 May 2022 Annual Parish Council Meeting to be held in the village hall at 19.30 AGAR	Final	Final
14 April 2022 ordinary meeting to be held in the village hall at 19.30 Cancelled due to Covid	Final	N/A
11 April 2022 extraordinary meeting to be held in the village hall at 19.30 to discuss Planning Application DC/21/0757/FUL	Final	Final
10 March 2022 ordinary meeting to be held in the village hall at 19.30	Final	Final
20 January 2022 ordinary meeting to be held in the village hall at 19.30 Budgetary Proposal for 2022/23, Payment Schedue as at 29/12/2021, Financial Statement as at 29/12/2021	Final	Final
25 November 2021 ordinary meeting to ne held in the Kettleburgh Village Hall at 19.30 Payment Schedule as at 29/10/2021, Financial Statement as at 29/10/2021	Final	Final
16 September 2021 ordinary meeting to be held in the Kettleburgh Village Hall at 19.30 Supporting documents to the agenda - Annual Internal Audit Report(checklist) ; Internal Audit Report (Heelis & Lodge) ; Terms of Reference Flood Management Plan Feasibility Study.	Final	Final
02 August 2021 extraordinary meeting to be held in St Andrew's Church at 19.30 to discuss the resubmitted Planning Application DC/21/0757/FUL	Final	Final KPC Letter to ESC
15 July 2021 ordinary meeting to be held in St Andrew's Church at 19.30	Final	Final
08 June 2021 extraordinary meeting to discuss, iner alia, Planning Applications DC/21/211/FUL and DC/21/2556/FULAs the meeting is to be held in St Andrew's Church a Covid-19 Risk Assessment has been carried out (RA)Final/ RA	Final	Final KPC letter to ESC
06 May 2021 KPC AGM	Final	Final
25 March 2021 extraordinary meeting to discuss Planning Application DC/21/0757/FUL	Final2	Final
18 March 2021 extraordinary meeting to discuss Planning Applications DC/21/0831/LBC, DC/21/0830/FUL, DC/21/0988/FUL, DC/21/1019/FUL and, in part,DC/21/0757/FUL	Final2	Final
11 March 2021	Final	Final
04 February 2021 extraordinary meeting to discuss, inter alia, Planning Application DC/21/0097/VOC	Final	Final
14 January 2021	Final	Final Item 9 Briefing Note
22 December 2020 extraordinary meeting to discuss a response to the proposed Affordable Housing SPD (Initial Consultation)	Final	Final
10 December 2020 extraordinary meeting to discuss, inter alia, Planning Application DC/20/4707/FUL	Final	Final
03 December 2020 extraordinary meeting to discuss, inter alia, Planning Application DC/20/4563/TCA	Final	Final
19 November 2020	Final(2)	Final
17 September 2020 Planning meeting to discuss DC/20/3324/FUL	Final	Final
20 August 2020	Final(2)	Final
16 July 2020 extraordinary meeting to discuss, inter alia, Planning Application DC/20/2247/FUL	Final	Final
21 May 2020	Final	Final
12 March 2020 Planning meeting to discuss Planning Application DC/20/0766/FUL	Final	Final
20 February 2020	Final	Final
16 January 2020 Extraordinary Meeting to discuss and agree the 2020/21 budget and set the Precept. Also to discuss a planning application.	Final	Final
Item 3: DC/19/5056/FUL - School House, The Street, Kettleburgh - Extension comprising demolition of existing conservatory and internal alterations
16 January 2020 Meeting of the Flooding Working Group.		Final
05 December 2019 Special Meeting to discuss the flooding events of the 27th November 2019 [documents can be found on the 'Surface Water and Foul water Drainage' Page]	Final	Final
21 November 2019	Final	Final
05 September 2019 Planning Meeting for DC/19/3363/FUL	Final	Final
15 August 2019	Final	Final
25 July 2019 Planning Meeting for DC/19/2599/VOC	Final	Final
16 May 2019	Final	Final
item 7: ESDC Report
item 9: DC/19/1737/FUL & DC/19/1738/LBC - increase size of South facing window in 1980's extension - Kettleburgh Lodge Farm, Rectory Road
item 14b: Asset Register
item 15a: Financial Statement
item 15b: Payment Schedule
item 15d: Certificate of Exemption from Limited Assurance Review
item 15e: Annual Governance Statement
item 15f: Accounting Statements 2018/19
item 15g: Internal Audit Report
21 February 2019	Final	Final
item 4: SCC Conservatives Parish report - January 2019
item 4: SCC Highways Report from SCC Cllr Mary Evans
item 6: DC/19/0295/FUL & DC/19/0296/LBC - Extensions and alterations, predominately to the 1980's alterations - Kettleburgh Lodge Farm, Rectory Road
item 12: Litter Pick
item 13: Together Against Sizewell C campaign
item 16a: Standing Orders
item 16b: Internal Controls
item 16f: Records Management Policy
item 18a: Financial Statement
item 18b: Payment Schedule
17 January 2019 - Planning Meeting	Final	Final
20 December 2018 - Planning Meeting	Final	Final
15 November 2018	Final	Final
item 8a: Financial Statement
item 8b: Payment Schedule
item 8c: Budget proposal
item 8c: 3 year plan
10 September 2018	Final	Final
30 August 2018	Final	Final
item 4: SCDC Report sent by Cllr Hudson
item 6a: DC/18/2464/FUL – This application has been withdrawn since the agenda was published and will not be considered.
item 6b: DC/18/2462/FUL – Retrospective erection of a 4.5m x 5.5m barn-black wooden shed on a concrete base – Church Cottage, Church Road
item 6c: DC/18/2900/FUL – Erection of single storey open cart shed for two cars - Kettleburgh Hall Barn
item 9: Village Sign Refurbishment quote summary
item 11b: Risk Assessment
item 11c: Internal Audit Report
item 12a: Financial Statement
item 12b: Payment Schedule
1 August 2018	Final	Final
19 June 2018 - Planning Meeting	Final	Final
item 3: DC/18/2122/FUL & DC/18/2123/LBC – Change of use of outbuildings currently used as home office/gym, into residential annex – Hill Farm, Framlingham Road
10 May 2018	Final	Final
item 6: Report from SCDC Cllr Hudson
item 9: General Data Protection Regulation requirements
item 11: Asset Register
item 12a: Financial Statement
item 12b: Payment Schedule
item 12c: Annual Financial Statement
item 12d and e: Annual Governance Statement and draft Annual Accounting Statements forms
item 14: Future meetings
24 April 2018 - Planning Meeting	Final	Final
item 3a: Revised plans for DC/18/0728/VOC - Variation of Condition Nos. 2 & 3 of C/12/1349 - Proposed one-and-a-half storey dwelling with garage (Revised scheme to C10/3168) – Maple House, The Street
item 3b: DC/18/1360/DRC - Discharge of conditions no. 1, 3 and 5 of application - DC/14/2947/FUL - Resubmission of the withdrawn application (DC/13/2835/FUL) for the conversion of an existing agricultural building to 1 residential dwelling. The proposal consists of the demolition of C20 structures, restoration of historic C19 barn and construction of additional ancillary structures to create a family home - Kettleburgh Hall Barn, The Street and : DC/18/1361/DRC - Discharge of conditions 1, 2, 3, 4 and 5 of application DC/14/2948/LBC - Resubmission of the withdrawn application (DC/13/2835/FUL & DC/13/3070/LBC) for the conversion of an existing agricultural building to 1 residential dwelling. The proposal consists of the demolition of C20 structures, restoration of historic C19 barn and construction of additional ancillary structures to create a family home - Kettleburgh Hall Barn, The Street
13 March 2018 - Planning Meeting	Final	Final
item 3: DC/18/0728/VOC - Variation of Condition Nos. 2 & 3 of C/12/1349 - Proposed one-and-a-half storey dwelling with garage (Revised scheme to C10/3168) – Maple House, The Street
22 February 2018	Final	Final
item 6: DC/18/0425/FUL - Demolition of existing sun room and erection of new, longer, sun room with dormer window serving first floor bedroom above - Hill Farm, Framlingham Road and DC/18/0426/LBC
item 7: Legal Topic Note from NALC on financial assistance to churches
item 8: Consultations report
item 10a: Proposed changes to Standing Orders
item 10b: Data Protection Policy review
item 10c: Media Policy review
item 10d: Freedom of Information Policy review
item 10d: Model Publication Scheme
item 10d: Parish Council Information
item 11a: Financial Statement
item 11b: Payment Schedule
9 November 2017	Final	Final
item 6: DC/17/4484/FUL - Proposed patio doors to replace window - 1 Church Field
item 8: Consultations Report
item 10a: Financial Statement
item 10b: Payment Schedule
item 10c: Please see the Parish Council Accounts page.
item 10d: Proposed Budget
item 10d: 3 year plan
10 August 2017	Final	Final
item 4: County Councillor's report
item 8: Merchant Navy Day information
item 11a: Financial Statement
item 11b: Payment Schedule
item 11c: Internal Audit Report
item 11d: reviewed Risk Assessment
item 11e: reviewed Asset Register
12 June 2017 Planning Meeting	Final	Final
11^th May 2017	Final	Final
item 6: SCC Cllr's report
item 10: Consultations
item 13a: Financial Statement
item 13b: Payment Schedule
item 13c: Financial Regulations update
item 13d: Annual Financial Statement
item 13e&f: scans of Annual Return sections 1 & 2
23^rd February 2017	Final	Final
item 6a: Prior Notification Application - (Change of Use) - Conversion of existing agricultural barn to a new dwelling - The Barn Kettleburgh Hall Kettleburgh Suffolk IP13 7LD
item 6a: Planning briefing
item 7: SID Report
item 8: Churchyard maintenance quotations
item 10: Consultations
item 13a: Financial Statement
item 13b: Payment Schedule
10^th November 2016	Final	Final
1^st September 2016 - Planning Meeting	Final	Final
11^th August 2016	Final	Final
Devolution update for Parish Councils - Report from SCC Cllr Robin Vickery
12^th May 2016	Final	Final
25^th February 2016	Final	Final
12^th November 2015	Final	Final
13^th August 2015	Final	Final
28^th July 2015 - Planning Meeting	Final	Final
6^th July 2015 - Planning Meeting (Venue changed to Chequers)	Final	Final
11^th June 2015 - Co-option Meeting	Final	Final
13^th May 2015	Final	Final
3^rd March 2015 - Planning Meeting	Final	Final
11^th February 2015	Final	Final
12^th November 2014	Final	Final
9^th September 2014 - Planning Meeting	Final	Final
13^th August 2014	Final	Final

Any further meetings (such as occasional planning meetings but also other special meetings and following years' scheduled meetings) will be added to this schedule and advertised.

The following is an archive of previous meeting minutes:

Minutes 2014

29^th January 2014

10^th February 2014 - Planning Meeting

21^st May 2014 - Annual meeting

Minutes 2013