ANNUAL PArish council meeting Agenda and minutes 18th MAY 2026
- May 12
- 14 min read
Updated: Jun 22
ANNUAL PARISH COUNCIL MEETING
You are summoned to attend a meeting of the Parish Council which will be held at the Hooper Hall on Monday 18th May 2026 at 7.00 pm to consider the following items.
signed by the Clerk Tracey Watson
Members of the public wishing to attend are requested to advise the clerk via telephone or e-mail prior to the meeting.
Members are reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status, religion, belief or disability), Crime & Disorder, Health and Safety and Human Rights.
AGENDA
1. To elect a Chairman and receive the declaration of office.
2. To elect a Vice-Chairman and receive the declaration of office.
3. Chairmans welcome and address.
4. To receive apologies.
5. To receive declarations of interest & Requests for dispensations (Please notify the Parish Clerk prior to the meeting)
6. To approve the minutes of the meetings - held on 23rd March & 20th April 2026
7. Democratic period (For public comments)
8. Annual meeting business:
a) Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
b) Review of the terms of reference for committees;
c) Appointment of members to existing committees;
d) Appointment of any new committees in accordance with standing order 4;
e) Review and adoption of appropriate standing orders and financial regulations;
f) Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
g) Review of representation on or work with external bodies and arrangements for reporting back;
h) Review of inventory of land and other assets including buildings and office equipment;
i) Confirmation of arrangements for insurance cover in respect of all insurable risks;
j) Review of the Council’s and/or staff subscriptions to other bodies;
k) Review of the Council’s complaints procedure;
l) Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21);
m) Review of the Council’s policy for dealing with the press/media;
n) Review of the Council’s employment policies and procedures;
o) Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence.
p) Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
9. To resolve if the Parish Councils wishes to certify itself exempt from an Annual Governance & Accountability return or submit its annual return to the external auditor for a limited assurance review for the financial period 25.26.
10. To receive a response from DC Highways regarding their findings concerning speed signage in the Parish and give further instruction.
11. To receive Parish Councillors reports.
12. To receive Dorset Councillors report.
13. Clerks report & Correspondence.
14. Finance.
a) To receive a list of receipts and payments.
15. Planning.
a) Response to DC planning consultations.
b) Report of responses made under delegated terms in conjunction with standing order 15b xv.
b) Recent decisions of DC Planning Office.
c) Appeals and matters of report from previous applications.
d) Planning matters of report.
16. Date of the Next meeting.
DRAFT MINUTES
Draft Minutes of Lydlinch Annual Parish Council meeting held on 18th May 2026 at the Hooper Hall commencing at 7.00pm.
Present Councillors: C May (Chairman), A Curtis, C Curtis, T Frizzle, M Griffith-Jones, J Smyth & G Tite.
Apologies had been received from S Mercer, County Councilor.
T Watson (Clerk)
In attendance
There were 13 members of the public in attendance.
The meeting was interrupted by members of the public who did not wish to wait to speak in open forum and wanted to make a contribution to the appointment of the Chairman & Vice Chairman.
1. To elect a Chairman and receive the declaration of office.
A nomination was received for M Griffith-Jones which was not seconded .
RESOLVED: C May was nominated by C Curtis, seconded by A Curtis and duly elected as Chairman, the declaration of office was signed.
2. To elect a Vice-Chairman and receive the declaration of office.
A nomination was received for M Griffith-Jones which was not seconded.
RESOLVED: C Curtis was nominated by C May, seconded by G Tite and duly elected as Vice-Chairman, the declaration of office was signed.
The meeting was interrupted to query if A Curtis had seconded C Curtis.
3. Chairmans welcome and address.
The Chairman welcome all those present and thanked members and the Clerk for their efforts due the previous Council term.
4. To receive apologies.
None.
5. To receive declarations of interest & Requests for dispensations (Please notify the Parish Clerk prior to the meeting)
None.
6. To approve the minutes of the meetings - held on 23rd March & 20th April 2026
M Griffith-Jones requested to clarify that this pecuniary interest declaration made at the PCM 20.04.26 in relation to the planning application at Sunnyholme was made on the basis that the applicant has built a garden structure for him, not as a resident of a neighbouring property.
RESOLVED: To approve the minutes of the meetings held on 23.03.26 & 20.04.26.
7. Democratic period (For public comments)
A Lydlinch resident present stated they were not aware of the Parish Council web site and did not read the notice boards. That the residents of Lydlinch village were not present in the numbers of those from Kings Stag as they do not know about the Partish Council or its business, due to the Parish Councils poor communications. A community e mail group was suggested.
Members committed to re-visit the community engagement project which had been started in the previous term.
A statement was made that the issue of flooding and drainage is not an adequate reason to oppose development in Kings Stag.
M Griffith-Jones suggested that C May had a pecuniary interest in the consideration of the Sunnyholme planning application as he had an altercation with the applicant regarding the removal of spoil from the site. This view was supported by J Smyth who questioned if the Chairman should have taken part in the debate and vote.
This view was also supported by some members of the public, including an accusation of following vehicles on a separate occasion.
The Clerk asked M Griffith-Jones to stop taking up public open firm time in consideration for the public present. Which was declined.
The Chairman pointed out the inaccuracies in the statements made regarding the incident and gave assurances it was not instigated by him.
M Griffith-Jones produced an e mail for the application of the Sunnyholme site recording his view of the altercation.
Members of the public requested that the e mail was read out.
The Clerk declined as the applicant had not given permission to share the content and it contained expletives.
In an endeavor to draw the matter to a close and proceed to the business of the meeting the Clerk offered to take advice from the DC Monitoring Officer.
8. Annual meeting business:
a) Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
The Parish Council does not delegate any of its duties to other local authorities. The Clerk has no delegated powers and the delegation arrangements for minor planning applications are laid out in Standing order 15b xv).
RESOLVED: A Review of delegation arrangements to committees, sub-committees, staff and other local authorities.
b) Review of the terms of reference for committees;
RESOLVED: The Parish Council has no sub-commitees.
c) Appointment of members to existing committees;
RESOLVED: No appointment of members to existing commitees.
d) Appointment of any new committees in accordance with standing order 4;
RESOLVED: Not to appoint any new committees in accordance with standing order 4.
e) Review and adoption of appropriate standing orders and financial regulations;
The Clerk advised that an updated NALC set of standing orders had been provided in the meeting papers. Model Standing Order 18 has been updated due to recent changes to procurement legislation and to ensure consistency with NALC’s Model Financial Regulations. Model Standing Order 14 has also been updated to better reflect Code of Conduct requirements.
The language in the document has been changed to gender-neutral terms throughout, in line with NALC policy and the Civility and Respect project.
She further advised that there had been no updates to the current financial regulations adopted in January 2025.
RESOLVED: To adopt the updated NALC model Standing Orders and review the existing financial regulations remain.
f) Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
RESOLVED: No arrangement in place (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
g) Review of representation on or work with external bodies and arrangements for reporting back;
C May is the DAPTC representative. Report is made at Parish Council meetings.
RESOLVED: A review of representation on or work with external bodies and arrangements for reporting back was carried out. C May is the DAPTC representative. It was agreed that reporting back would be done via Parish Councillors reports.
h) Review of inventory of land and other assets including buildings and office equipment;
Inventory condition report made in March 26. No disposals. Addition 40 poppies value £200.00.
RESOLVED: Review of inventory of land and assets including buildings and office equipment carried out.
i) Confirmation of arrangements for insurance cover in respect of all insurable risks;
It was understood that the current policy runs to 31/05/2026.
RESOLVED: Confirmation of arrangements for insurance cover in respect of all insured risks.
j) Review of the Council’s and/or staff subscriptions to other bodies;
Subscription in previous years DAPTC
RESOLVED: To continue to subscribe to the DAPTC.
k) Review of the Council’s complaints procedure;
The Clerk advised that there had been no changes to the complaints policy
RESOLVED: A review of the Council’s complaints procedure was carried out.
l) Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21);
The model publication scheme (Information Act 2000) has been previously approved by the Council. The purpose of this publication scheme is to show what classes of Council information are available routinely. A copy of the schedule is retained in the Clerk’s Office. Any requests made under the freedom of information acts will be dealt with according to the model publication scheme. Policies and forms are in place in relation to data protection legislation, the Clerk is trained and a commitment has been made by members to training.
The Council has had subject access requests or requests for information in conjunction with the freedom of information act in the last year.
RESOLVED: That the Parish Council’s procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 2018 remain.
m) Review of the Council’s policy for dealing with the press/media;
RESOLVED: That the Council’s policy for dealing with the press/media remain.
n) Review of the Council’s employment policies and procedures;
RESOLVED: That the Councils instructs the Clerk to bring the appropriate employment policies and procedures for review and approval.
The meeting was interrupted to state that the Clerk was not the appropriate person to bring employment policies and procedures to Council.
o) Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence.
The Clerk explained that Section 137 of the Local Government Act 1972 is a UK statutory power that allows local authorities, particularly parish and town councils, to spend a limited amount of money on community benefits for which they have no other specific legal power.
RESOLVED: Total expenditure incurred under s.137 of the Local Government Act 1972 is £345.42 (defib). Limit is £4,206.90. The Parish Council has not adopted the general power of competence.
p) Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
RESOLVED: To accept the set dates, time & place of ordinary meetings of the Full Council for the year ahead as presented with one amendment.
9. To resolve if the Parish Councils wishes to certify itself exempt from an Annual Governance & Accountability return or submit its annual return to the external auditor for a limited assurance review for the financial period 25.26.
It was understood that there is a requirement for all smaller authorities to complete and approve Annual Governance and Accountability Return (AGAR), and provide for public rights, exempt authorities must meet a number of specified criteria and then provided those criteria are satisfied they only need submit a copy of their exemption certificate to the External Auditor. The exemption criteria are met if the smaller authority can declare that it has:
• Total gross income and total gross expenditure below £25k;
• No public interest report/statutory recommendation/advisory notice/judicial review/application to court re unlawful item of account issued by its external auditor in the prior year; and
• been in existence since before 1/4/14.
The Clerk advised that the above criteria is met for Lydlinch Parish Council to certify itself exempt from an Annual Governance & Accountability return and in lieu of this section 2 of the AGAR document and supporting document will be published on the PC web site and the councils governance will be subject to an internal audit. Should members wish to submit an AGAR the fee will be £210 plus VAT.
RESOLVED: Lydlinch Parish Council wishes to certify itself exempt from an Annual Governance & Accountability return 25.26.
10. To receive a response from DC Highways regarding their findings concerning speed signage in the Parish and give further instruction.
The Clerk advised that the speed surveys in Kings Stag are in process. Our local Dc Highways liaison has visited the parish. Please see attached addendum.
The meeting was interrupted to state that the speed survey position specified by the Parish Council on the Hazelbury Bryan Road was too close to the bridge and therefore ineffective.
The Clerk had no recollection of specifying the exact location, other than within the Parish Boundary and offered to supply the e mail to DC Highways.
11. To receive Parish Councillors reports.
None.
12. To receive Dorset Councillors report.
Report included in the meeting papers.
13. Clerks report & Correspondence.
No Clerks report.
Correspondence
Lydlinch PCC – regarding financial support for the bells project. Previously resolved : The Parish Council are minded to support the project in principle, when the funds raised are nearer the target amount and the Clerk was instructed to supply the Parish Council Grant application proforma form.
Lydlinch PCC – e mail grant request for maintenance of the trees over the public footpath, and grass/graveyard tidying.
The Clerk advised that an amount had been allocated in the 26.27 budget of £300 for the bi-annual maintenance of the trees over the public footpath and that any additional sums to this were outside budget. The Clerk was instructed to send a grant application form in relation to the bi-annual maintenance of the trees over the public footpath
14. Finance.
a) To receive a list of receipts and payments.
List of payment & receipts in the meeting papers. Insurance 3 year option was taken at £233.04
RESOLVED: All payments approved.
15. Planning.
a) Response to DC planning consultations.
None.
b) Report of responses made under delegated terms in conjunction with standing order 15b xv.
None.
c) Recent decisions of DC Planning Office.
P/FUL/2026/01316 Sunnyholme Kings Stag Demolish existing wooden barn & replace with 1no. dwelling. Granted
d) Appeals and matters of report from previous applications.
None.
e) Planning matters of report.
M Griffith-Jones stated that the Parish Councils comments in relation to the Sunnyholme application were not effective as they were not experts and that the Parish Council should consider the villages as a priority.
16. Date of the Next meeting.
Monday 22nd June 2026
There being no further business the Meeting closed at 20.17 pm.
Addendum DC Highways Officers report
The speed surveys in Kings Stag are in process. Our local Dc Highways liaison has visited the parish. His finding were.
Lydlinch
Upon review there are numerous signs both statutory and repeaters throughout this village that highlight the 40mph limit and as such there is no issue that I can see within this location.’
Kings Stag
I have knocked a repeater sign in the centre of the village back in place.
I have also submitted jobs to have the warning signs and 30mph limit change signs on the Eastern entrance to King's Stag that have been shrouded by foliage cut back and resolved along with another repeater half way along the eastern entrance and the village centre.
I've also submitted a job to have a faded 30mph limit change on the southern entrance replaced.’
We have roundels in situ along with adequate signage throughout the village.
Other than that there isn't anything further that I could recommend.
meeting papers
Receipts & Payments list
Date | to / from | Detail | payment amount | receipt amount |
|
18/05/26 | T Lance | community highways funding |
| £490.00 |
|
18/05/26 | Lloyds bank | Bank Charges March | £4.75 |
| Local Government Act 1972, s.11 |
18/05/26 | Dorset Council | 1st half precept 25.26 |
| £4,450.00 |
|
18/05/26 | T Watson | Salary April & May | £389.66 |
| Employment Act 2002 Employment Relations Act 2004 Employment Act 2008 |
18/05/26 | HMRC | Tax Salary April & May | £97.40 |
| Employment Act 2002 Employment Relations Act 2004 Employment Act 2008 |
18/05/26 | Stalbridge TC | Office Services April & May | £97.50 |
|
|
18/05/26 | IK Services | dog bin servicing April | £90.87 |
| Litter Act 1983, ss.5, 6 |
18/05/26 | IK Services | dog bin servicing May | £90.87 |
| Litter Act 1983, ss.5, 6 |
18/05/26 | Community First Trading Ltd | Insurance premium 26.27 | £233.04 |
| Local Government Act 1972, s.11 |
18/05/26 | JFDP | Website accessibility work | £97.00 |
| Local Government Act 1972, s.11 |
New NALC model standing orders
Please see the documents tab for policies
Please see the top of the meeting page for the draft list of meeting dates 26.27
__________________________________________________________________________________
Correspondence
Lydlinch Bells Restoration Project
In 1879 William Barnes the great Dorset Poet published his poem “Lydlinch Bells”. The poem extol the beauty of the Dorset countryside and of course the bells. The bells now need restoration or will fall silent. The bells, three of which were cast by Thomas Purdue of Closworth in 1681 were last restored in 1907. In 1914 the church tower underwent work and the bells were boxed in. In order to remove the bells for restoration bell hatches have to be inserted in the tower floors and this has added a significant cost to the Project. With the new VAT imposition on listed places of worship we need a total of £126,000 To date Lydlinch has raised nearly £80,000 and it is hoped that Lydlinch Council will support the fund raising and encourage attendance at fund raising events. It is appreciated that King Stag may feel there is no real connection with this church but until the 1990’s Lydlinch Church was the parish church with King Stag and Stock. A number of King Stag parishioners are buried in the churchyard at Lydlinch and all major services for the parish were held at Lydlinch until King Stag and Stock joined the Spirehill Benefice.
The work on the bell hatches is now underway and will be completed in early June. This will not only enable the bells to be removed for restoration, but will make repairs easier and add a safety feature to the tower should there be the need to remove an injured person.
We have had considerable publicity, the bells are an important part of Dorset’s heritage and the full support of Lydlinch Parish Council would be appreciated.
Sally-Anne Barrett
PCC grant application
Date: 13th May 2026
Grant Application for St Thomas Church Lydlinch
Dear Chairman and members of the Parish Council
I am writing to ask whether the Parish Council would consider granting funds to the maintenance of St Thomas churchyard, in particular, the trees over the public footpath, and grass/graveyard tidying.
As you know the church undertakes various fundraising activities with the active support of the wider community each year but it remains an ongoing challenge to maintain the churchyard for everyone to enjoy when walking the footpath.
We would be very grateful for your ongoing support.
Thank you in anticipation
Sarah Frizzle
Church warden St Thomas Church Lydlinch
Ward Members report
Dorset and Wiltshire Fire Service Consultation
Proposed closure of 4 fire stations in Dorset namely: Maiden Newton, Cranborne, Charmouth and Hamworthy. Consultation open until 5.00pm 15 May 2026. In addition I am told that Sturminster has seen a reduction of two engines to one. With significant fires in Hazelbury Bryan and Sherborne it’s important that we oppose these closures and ask for the reduction in engines in Sturminster be reversed.
Link to the consultation Dorset & Wiltshire Fire and Rescue Service
Dorset Council Ward Boundary Review
Necessary to account for the growth of ward sizes. Wards to be no larger than 3,931 voters plus or minus 10%. This goes to full Council on Thursday 14 May 2026.
The major changes under the review would see Hazelbury Bryan move in to Chalk Valley Ward and Child Okeford move from Hill Forts and Upper Tarrants Ward in to Blackmore Vale Ward.
Dorset Council Committee Changes
Subject ratification at Full Council I would no longer be on the Pensions Committee and People and Health Overview Committee and moving to the Northern Planning Committee and Vice Chair of the Audit and Governance Committee.
Two Dorset Council By-elections
Following the sad deaths of Cllr Dave Bolwell (Bridport) and Cllr Barry Goringe (St Leonards and St Ives).
Post 16 SEND Travel Assistance
Parents urged to send applications by 31 May 2026 for the 2026/2027 academic year.
Service provided by Dorset Council
If you have any feedback on the service you receive from Dorset Council I would really appreciate hearing it.
For example:
Do you think you get value for money from Dorset Council?
How would you rate the service you receive on a scale of 1 to 10?
Are there areas you think the Council could or should improve upon.
Please email me with your feedback to cllrsteve.murcer@dorsetcouncil.gov.uk
Steve Murcer
Councillor, Blackmore Vale Ward
Mobile – 07468 599211