parish council extraordinary meeting Agenda and minutes 20th April 2026
- lydlinchparishcouncil
- Apr 14
- 6 min read
Updated: 2 days ago
EXTRAORDINARY PARISH COUNCIL MEETING
You are summoned to attend an extraordinary meeting of the Parish Council at the Hooper Hall, Lydlinch on Monday 20th April 2026 at 7.00 pm to consider the following items.
To: All Parish Councillors, Dorset Council Councillors, Members of the Public & Press
Dear Member
Summons dated 14th April 2026
signed by the Chairman C May
You are summoned to attend a meeting of the Parish Council at the Hooper Hall Lydlinch on
Monday 20th April 2026 at 7.00 pm to consider the following items:
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. Chairmans welcome and address
2. To receive declarations of interest & Requests for dispensations (Please notify the Parish Clerk prior to the meeting)
3. To receive apologies.
4. Planning
a. Respond to Dorset Council planning consultations
P/FUL/2026/01316 Demolish existing wooden barn & replace with 1no. dwelling. Sunnyholme Kings Stag DT10 2AY. Mr J Gittins.
5. To commit to members data protection / GDPR training.
6. To approved the following documents / policies:
a. Data protection Policy
b. IT / Data security Policy
c. Records retention policy
d. Data security incident procedure
e. Data privacy impact assessment document
f. Subject access request information & Subject access request form
7. To set up dedicated Parish Council members e mail addresses.
8. To agree that all public communication is via the Parish Council Office
9. To receive the quarterly financial report ending 31st March 2026
draft minutes
Draft Minutes of extraordinary Lydlinch Parish Council meeting held on 20th April 2026 at the Hooper Hall, Lydlinch
Present Councillors: Mr. C May (Chairman), Miss. A Curtis, Mrs C Curtis, Mt t Frizzle & Mr M Griffith-Jones.
T Watson (Clerk)
In attendance
There were 7 members of the public in attendance.
1. Chairmans welcome and address
The Chairman welcomed those present and adjourned the meeting for public forum.
Mr M Griffith-Jones encouraged members to represent the views of the village in their consideration of Item 4a. application P/FUL/2026/01316.
An update was requested on the speeding measures in Parish. The Clerk advised DC Highways had visited and made some suggestions in terms of signs and road markings, which will be presented at the next Parish Council meeting and agreed to progress the speed surveys and SID installation in Kings Stag.
A statement was made that the public present were in favor of application P/FUL/2026/01316.
The meeting was re-convened.
2. To receive declarations of interest & Requests for dispensations (Please notify the Parish Clerk prior to the meeting)
Mr M Griffith-Jones declared a pecuniary interest in 4a. application P/FUL/2026/01316 and stated that he would leave the meeting for consideration of the item.
3. To receive apologies.
Mr J Smyth
The meeting was interrupted by a member of public who stated that they believed the Chairman had a negative interest in Item 4a. P/FUL/2026/01316 as he had communicated with the applicants site workers. The Chairman advised that he had not communicated with the applicants site workers, however as a member of the public he had been approached by the applicant in relation to the removal of ground waste from the site and as this was not a Parish Council matter he offered to explain further outside the meeting. The Clerk advised that should a complaint be forthcoming it should be submitted in writing.
Post meeting Note : The Chairmans offer was not taken up.
4. Planning
a. Respond to Dorset Council planning consultations
P/FUL/2026/01316 Demolish existing wooden barn & replace with 1no. dwelling. Sunnyholme Kings Stag DT10 2AY. Mr J Gittins.
Members agreed that this application differs from P/FUL/2025/01303 in 2025, which was granted on the basis of conversion of a sound structure and therefore complied with policy 29 ‘the re-use of buildings and policy 31 tourist ‘accommodation in the countryside’.
The existing structure does not appear to have been of sound construction and has subsequently been demolished, as a retrospective part of this application.
In the circumstance that the existing structure has been demolished, members considered that this new application is not complaint with either policy 29 or 31, and felt that that this application does not demonstrate an overriding need to support an existing rural enterprise in relation to policy 31. It was noted that there is no mention in the application of being ancillary to Sunnyholme and it has a red line shown round its own curtilage. The Parish Councils response to the 2025 application were also considered and it was noted that the Tree officer required further information.
RESOLVED: Unanimously to not support the application for the following reasons:
This new build application is not compliant with policy 29,31 as it does not seek to re-use an existing building.
There is no justifiable reason that the application represents an overring need to support an existing rural enterprise. (Policy 31) and in line with policy 20.
Should The Officer be mindful to overrule policies 29 & 31 and grant permission members request that the following conditions are applied:
· The permission is conditioned to be used only in conjunction with the main dwelling of Sunnyholme by a section 106 agreement and must not be sold or let off separately.
• All permitted development rights to be removed.
• The property is to be used solely for holiday letting. Not be let to any individual or group of individuals for any period which exceeds 28 consecutive days and no return by any such party within a further 28 days. Not to be let for a full calendar year
• A register of occupancy shall be kept and shall be made available to the Local Planning Authority.
• A robust plan for the possible surface water run off which may affect adjacent properties, which already suffer from excess surface water problems, addressed by installing proper purpose built soakaways.
4. To commit to members data protection / GDPR training.
The Clerk advised that ‘Data Protection Essentials e learning’ 45 minute course is offered by the DAPTC at £16.00 per module, which can be shared should members wish to do so. This e-learning course is for everyone as anyone who processes personal data must comply with data protection rules and follow good practice in data management.
RESOLVED: Members commit to data protection / GDPR training.
6. To approve the following documents / policies:
a. Data Protection Policy
The Clerk gave a brief overview of the policy.
RESOLVED: To approve the Data Protection Policy.
b. IT / Data security Policy
The Clerk gave a brief overview of the policy.
RESOLVED: To approve the IT / Data security Policy.
c. Records retention policy
Already Approved
d. Data security procedure
The Clerk explained that this procedure sets out the Parish Council’s action in the occurrence of a data security incident.
RESOLVED: To approve the Data security incident procedure.
e. Data privacy impact assessment document
The Clerk explained that a data protection impact assessment (DPIA) is a tool to assess the impact of the envisaged processing operations on the protection of personal data.
RESOLVED: To approve the Data privacy impact assessment document.
f. Subject access request information & Subject access request form
The Clerk explained that this information and form is for the guidance and use of someone wishing to make a Subject access request (SAR) regarding the use of their personal data.
RESOLVED: To approve the Subject access request information & Subject access request form.
7. To set up dedicated Parish Council members e mail addresses.
The Clerk explained those Parish Councillors who use e-mail need dedicated council email addresses (usually .gov.uk), although alternatives are acceptable. Primarily to comply with data protection laws (GDPR) and ensure security. These official accounts separate council business from personal life, prevent confidential information from being mixed with personal email, ensure public data accessibility for Freedom of Information Freedom of Information(FOI) and (SAR) requests.
RESOLVED: Agreed to set up dedicated Parish Council members e mail addresses.
8. To agree that all public communication is via the Parish Council Office
The Clerk explained that this is again required to comply with data protection laws (GDPR) and ensure data security. As members who use e mail are currently using their own devices potentially communicating directly with the public on their Parish Council accounts would find their personal devices involved should there be a (FOI) and (SAR) requests. A ‘Bring your own device policy’ is to follow to which this communication commitment could be included.
RESOLVED: Agreed that all public communication is via the Parish Council Office.
9. To receive the quarterly financial report ending 31st March 2026
Bank balance was noted at £8,512.40 uncashed cheques £188.27 balance £8,324.13
RESOLVED: The quarterly financial report ending 31st March 2026.
There being no further business the Meeting closed at 19.53 pm.
meeting papers
P/FUL/2026/01316 Link to application details