MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 8th November 2023 at 7pm.
PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, S Foote, R Holliday, J Smith, R Thompson, D Wiles.
ALSO IN ATTENDANCE: NYC Cllr. Sharma (7pm – 7.11pm), Mrs J Marley (Clerk to Council)
ABSENT: Cllrs. D Bastiman, J Fennell, D Sutton.
163/23 NON-ATTENDANCE OF COUNCILLORS
163/23.1 Received & noted apologies from Cllrs. D Bastiman, J Fennell and D. Sutton who were unable to attend the meeting.
163/23.2 Council considered the reasons for absence provided by the councillors who could not attend (Cllr. Bastiman NYC commitment, Cllr. Fennell and Sutton personal commitments) and resolved the reasons be accepted.
164/23 DECLARATIONS OF INTEREST: Received from Cllr. Smith, agenda item 8.3 as she was a trustee of Scalby Toilet Trust.
165/23 MINUTES Having been previously circulated, the minutes of the Extra Ordinary Meeting of the Council held on 4th October 2023 and the minutes of the Ordinary Meeting of Council held on 11th October 2023 were approved as a correct record and authorised for signature by Cllr. Towse.
166/23 PUBLIC OPEN FORUM No public present.
167/23 MATTERS RAISED IN PUBLIC OPEN FORUM None.
168/23 VACANCIES (Newby Ward)
168/23.1 Applications for co-option to the Ordinary Vacancy created at the election by reason of insufficient nominations – none to receive.
168/23.2 Applications for co-option to the Casual Vacancy created by the resignation of D. Langmead – none to receive.
169/23 EXTERNAL REPORTS
169/23.1 Police – the Scalby report for September incidents [circulated with agenda] was received and noted.
169/23.2 NY Unitary Council – NY Cllr. Sharma reported 1] work on the hedge on Dunwell Avenue corner had been removed, work on the pavement was still to do; 2] the work undertaken earlier in the year to address the problem of flooding at the bottom of Cleveland Avenue seemed to have been effective; 3] in respect of the closure of Alpamare due to it being placed into administration NYC (as the successor council to Scarborough Borough Council) was trying to find a solution which had the least financial impact.
At this point Cllr. Sharma left the meeting.
170/23 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
170/23.1 Royal Mail letterbox at the end of Hay Brow Crescent [Minute 134/23.3 refers] – noted Clerk’s report that according to the Royal Mail delivery office on Aberdeen Walk the letterbox had been removed as it was on private land and an alternative location was being sought.
170/23.2 Whole Council Training [Minute 151/23.1 refers] – noted response from YLCA that the training at Ayton was not open to other councils. Agreed Council still wished to do the training, Clerk to ask YLCA to provide evening dates (which were likely to be in 2024) and report to future meeting.
170/23.3 Scalby Toilets [Minute 151/23.2 refers]– Chairman reported 1] Yorkshire Water were doing a site visit later this week; 2] Cllr. Bastiman had negotiated a lower cost of £150 for the lease assignment fee. Council agreed to pay the £150 lease assignment fee and Cllrs. Thompson and Towse to do the bank authorisation.
170/23.4 Planting plan for commemorative area on Newby Farm Road [Minute 151/23.4 refers]– details [circulated with agenda] were received Clerk reminded councillors this project was grant funded in sum of £1,000. Agreed the planting plan and costs (totalling £720) be approved. The type of seats suggested (man-made timber/recycled plastic in accordance with Minute 163/21.3 were not thought appropriate. Clerk instructed to get prices for hardwood seats (ideally from sustainable timber production) and report to future meeting. Noted if the cost of the seat exceeded £280, the cost would have to be funded by Council.
170/23.5 Christmas lights on Church Rooms [Minute 151/23.5 refers]– noted Clerk’s report that some of the fascia boards to which our lights were attached were rotten. Electrician to provide a price to repair (church to pay for board replacement, us to pay for re-fixing of lights, cost of cherry picker to be split 50/50). Clerk to report to future meeting.
170/23.6 Update by Chairman and Clerk on matters dealt with under delegated powers:– 1] noted the drive gatepost needed to be replaced and Thompson Fencing had been instructed to carry out the work at cost of £469+VAT. Clerk instructed to ask Newby Dental Practice if they were prepared to contribute to the cost as part of the shared maintenance costs.
170/23.7 Reports from Councillors of any highway & footpath or general matters requiring attention – concerns were expressed by councillors regarding the proposed evening/late night closure of Scalby Road for up to a fortnight. Clerk explained Highways had that day informed her there was a delay and a new start date etc would be circulated when it was available. Also noted that the bird’s mouth fencing alongside Church Beck [Minutes 116/23.1 and 154/23.5 refer] had now been repaired.
170/23.8 Report from H. King re. Community and Wellbeing Hub – none to receive.
171/23 CORRESPONDENCE
171/23.1 Email from parishioner regarding lack of lighting on path from Queen Elizabeth Drive to Duchy Avenue – noted Clerk was trying to establish who owner the land in question. Agreed Clerk to investigate possibility of using solar powered lighting bollards and community grants and report to a future meeting.
171/23.2 Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency:– 1] email of resignation from Cllr. Bob Marley was received & noted. Agreed Clerk to do the necessary notices; 2] Community Governance Review [Minute 61/22.2 refers] request to move Heathcliffe Gardens, Endcliff Crescent and parts of St. Leonard’s Crescent would be considered in 2025; 3] a written report from Sue Tipple (Friends of Newby & Scalby) re the maintenance of plant beds and borders in the parish was tabled at the meeting. Council thanked Sue and her fellow group members for their efforts which were much appreciated.
172/23 FINANCE, REGULATORY & GENERAL MATTERS
172/23.1 Agreed the Schedule of Accounts Payable for November 2023 (Sch 8, £3,845-30) [tabled at meeting] be approved. Cllrs. Thompson and Towse to do the online authorisations within 24 hours.
172/23.2 2024/25 Budget preparation – Clerk reported the dredging and work at Foulsyke Pond had already been included in the draft budget – a prolonged discussion took place on the pond and the work needed but no decisions were made as the agenda item was to consider requests (with costings) from councillors in respect of any specific projects to be considered for inclusion within the 24/25 budget of which the Clerk was not aware. Cllr. Towse requested there be £2,000 within the budget for neighbourhood plan costs and this was agreed. He also understood the staff kitchen and toilets needed updating but had no costings to hand. Agreed he would obtain costings in the next ten days and forward these to the Clerk for inclusion in the budget.
172/23.3 Internal Auditor’s report [circulated with agenda] for July-September accounts received & noted.
172/23.4 Noted the National Joint Council for Local Government Services had agreed a pay award for the 2023/24 financial year of an additional £1/hour. Agreed to pay this award (backdated to 1/4/23) to all council employees on the NJC contract along with any resulting additional pension contributions. Further agreed that the backpay could be done as a separate payment and Cllr. Thompson and Towse would authorise once the amounts had been calculated & notified to them by the RFO.
173/23 PLANNING APPLICATIONS & APPEALS NOTIFIED
173/23.1 Comments were agreed on the following applications:-
- ZF23/01311/OL Outline application (all matters reserved) for one dwelling and formation of vehicular access for existing dwelling, 378 Scalby Road, Newby. No objections.
174/23 PLANNING DECISIONS – The following were noted:-
- 23/00537/LB Internal and external alterations, TV aerial and rainwater pipes, solar panels to rear, 1 rooflight to front and erect fence and shed, 96 Throxenby Lane, Newby. Granted with conditions.
- 23/00538/HS Install 1 rooflight to front, solar panels to rear, erect shed and fence, 96 Throxenby Lane, Newby. Granted with conditions.
- ZF23/00673/HS Single storey front porch extension, 19 The Parkway, Newby. Granted with conditions.
- ZF23/00886/HS Erect extension and terrace area to rear and garage to side elevation, 32 Hillcrest Avenue, Newby. Granted with conditions.
- ZF23/01568/AD Erect agricultural storage unit, Ian’s Field Farm, Burniston Road, Scalby. Refused.
175/23 PLANNING MATTERS RECEIVED AFTER 31/10/23 – None.
176/23 REPORTS FROM OUTSIDE BODIES –
176/23.1 Cllr. Thompson reported he had been unable to attend the recent Coastal Forum meeting at Hinderwell.
177/23 EXCLUSION OF PRESS AND PUBLIC Not required as no confidential items to consider.
178/23 CONFIDENTIAL ITEMS None to consider.
There being no further business, the Chairman declared the meeting closed at 8.35pm.
Cllr. Reg Towse, Chairman
Dated: 13th December 2023