Minutes of Council Meeting of 13th April 2022

MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY PARISH COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 13th April 2022 at 7pm.

PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, D Bastiman, S Foote, R Holliday, R Thompson.

ALSO IN ATTENDANCE: 2 members of public, Helen King (Head of Hub & Community Services), Mrs J Marley (Clerk to Council)

ABSENT:       Cllrs. D Langmead, D Sutton, Borough Cllr. Sharma.

 

1/22                 APOLOGIES FOR ABSENCE  The following apologies for absence were accepted and the reasons for absence were approved:- Cllr. Sutton (personal commitment), Cllr. Langmead (Covid after-effects), Borough Cllr. Sharma (health).

2/22                 DECLARATIONS OF INTEREST:  Received from Cllr Barnes (agenda item 9.2 as he was an allotment plotholder), Cllr. Bastiman (agenda items 10-12 inclusive as he was a substitute member of SBC’s Planning Committee, though he reserved his right to speak to agenda item 12.2), Cllr. Towse (agenda item 12-2).

3/22                 MINUTES

3/22.1              Having been previously circulated, the minutes of the Council Meeting held on 9th March 2022 were approved as a correct record and authorised for signature by Cllr. Towse.

3/22.2              Having been previously circulated, the minutes of the extra Ordinary meeting of Council held on 16th March 2022 were approved as a correct record and authorised for signature by Cllr. Towse.

PROCEDURAL MATTER Suspension of Standing Orders at 7.03pm to allow Public Open Forum.

4/22                 PUBLIC OPEN FORUM Member of public spoke against the motion re. changing Council’s name [agenda item 9.5].

PROCEDURAL MATTER Standing Orders were resumed at 7.05pm.

5/22                 MATTERS RAISED IN PUBLIC OPEN FORUM Comments would be taken into account when the matter was discussed.

6/22                 EXTERNAL REPORTS

6/22.1              Police:- The Newby and Scalby reports for March were received & noted.

6/22.2              County Council:-  County Cllr. Bastiman reported work on creating the new pedestrian refuge (funded by NYCC, the Parish Council and a contribution from his Locality Grant) on Scalby Road near the sea cut bridge was to begin in June.

6/22.3              Borough Council:-  No report to receive.

6/22.4              Cllr. Bastiman expressed Council’s thanks to the Clerk and Head of Hub for all their hard work and efforts.

7/22                 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS

7/22.1              Update by Chairman and Clerk on matters dealt with under delegated powers:– 1] dropped branch and dead wood in sycamore tree adjacent Victoria fountain –  contractor asked to make safe and remove remaining dead wood; 2] exchange of correspondence with parishioner re. state of ginnel from Scalby Road to South Street and pavement on Station Road; 3] request by parishioner for explanation of rationale for precept increase – Chairman replied.

7/22.2              Update on devolution – Cllr. Bastiman said there was no update due to it being in the pre-election period & effectively the devolution process had now come into law. He asked (and it was agreed) that in the future any updates on this were tabled as relating to local government re-organisation.

7/22.3              A report from Helen King re. Community Hub [tabled at meeting] was received & noted.

7/22.4              Reports from Councillors of any highway & footpath or general matters requiring attention – 1] deep pothole on Church Hill (Clerk to refer to Highways).

8/22                 CORRESPONDENCE

8/22.1              National Park Parish Member Elections – agreed Cllr. Thompson be nominated as this Council’s candidate to represent the Coast area.

8/22.2              A letter of resignation from Cllr. Harriott was received & noted.

8/22.3              Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency:–

1] received & noted notices (dated 6th April 2022) of uncontested elections for both wards. 4 of the 8 seats in Newby ward and all 5 of the seats in Scalby Ward had been filled. The 4 unfilled seats in Newby Ward were therefore ordinary vacancies and had to be filled by Council by 24th June.

9/22                 FINANCE, REGULATORY & GENERAL MATTERS

9/22.1              Resolved the Schedule of Accounts Payable for April 2022 (Sch 1, £8,630.20) be approved. Cllrs. Towse and Thompson to do the online authorisations within 24 hours. Cheque signed by Cllrs. Bastiman and Thompson.

9/22.2              Rent review by Duchy of Lancaster in respect of Hackness Road allotments – letter of 25/3/22 [circulated with agenda] received. Declaration of Interest by Cllr. Barnes (see Minute 2/22). Cllr. Towse to approach Duchy and ask for a lower revised rent.

9/22.3              A report [circulated with agenda] on the review of the effectiveness of internal controls was received and its recommendations approved.

9/22.4              Agreed Mr R Carey be re-appointed as the Internal auditor for financial year 2022/23.

9/22.5              Received report [circulated with agenda] re. proposal for Newby & Scalby to be a Town Council. Cllr. Towse moved the adoption of the following resolution “the title of this Council be changed from Newby and Scalby Parish Council to Newby and Scalby Town Council with effect from 1st May 2022 and from that date any documents reading or in the name of “Newby and Scalby Parish Council” shall be taken or read as in the name of “Newby and Scalby Town Council” and it was so resolved. Council also agreed the Clerk be authorised to carry out or get any necessary changes done to documentation and social media.

10/22               PLANNING APPLICATIONS & APPEALS NOTIFIED

Comments on the following applications received & appeals notified [circulated with agenda] were agreed:-

  1. 22/00177/HS Erect two storey side extension, 2 Cowslip Close, Scalby. No objections providing land drainage findings were OK.
  2. 22/00574/HS Erect double garage, 2 Moor Lane, Newby. No objections.
  3. NYM/2022/0192 Convert store to living accommodation, construct shed, Raincliffe Barn, Low Road, Throxenby. No objections.

11/22               PLANNING DECISIONS – The following were noted:-

  1. 21/02858/HS Erect single storey side and rear extension, 3 West Avenue, Scalby. Granted with conditions.
  2. 21/02947/FL Replace timber windows with upvc, Flat 5, Scalby Hall, Hall Park Close, Scalby. Granted with conditions.
  3. 22/00229/HS Erect front porch, 10 Southlands Grove, Newby. Granted with conditions

12/22               PLANNING MATTERS RECEIVED AFTER 5/4/22 –

Comments on the following applications received & appeals notified [circulated with agenda] were agreed:-

  1. 22/00288/FL Erect 6no. floodlights, Scarborough RUFC, Silver Royd, 569 Scalby Road, Scalby. No objections.
  2. 22/00616/HS Erect single storey rear extension and front porch. Install stone cladding to front and rear with render to sides, 20 Hay Brow Crescent, Scalby. Declaration of Interest by Cllr. Towse (see Minute 2/22) who was out of the room (8.08-8.18pm) for this item. Cllr. Thompson as Vice Chairman took the chair for this item. Bastiman spoke to this item as per Minute 2/22. Councillors considered the proposed cladding and render would result in a property utterly out of keeping with the other properties on that side of the street. Similarly the front porch. Also concerns the rear extension may constitute an overdevelopment of the site. Object.
  3. 22/00258/HS Create self-contained annexe, 12 High Mill Drive. No objections but request condition on any consent so as to ensure 1] property cannot be sold off separately, 2] no holiday use, 3] only occupied by members of the extended family of occupiers of main house.

13/22               REPORTS FROM OUTSIDE BODIES  None.

14/22               EXCLUSION OF PRESS AND PUBLIC

At 8.20pm it was resolved that in accordance with section 1 of the Public Bodies (Admission to Meetings) Act 1960 the press and public be excluded from the meeting for the next item of business on the grounds it related to legal/commercially sensitive/contractual matters.

At this point (8.20pm) members of public left the meeting.

15/22               VARIOUS ITEMS

15/22.1            Clerk reported on problems with leaking bay window roofs at 445 and also gave details of quotes obtained to repair same and re-roof at the rear of 445 (funds were contained with the 22/23 budget). Agreed as all the prices were broadly similar, answers to questions on guarantee of workmanship and materials and responsibility for scaffolding between roof contract and painting contract be used to choose preferred contractor. Acceptable price from painter to be obtained. Subject to acceptable responses and in consultation with Chairman and Vice Chairman, Clerk authorised to instruct contractors.

There being no further business, the Chairman declared the meeting closed at 8.47pm.

Cllr. Reg Towse, Chairman
Dated: 11th May 2022