NOTICE
is hereby given that the
STATUTORY ANNUAL MEETING
of
NEWBY AND SCALBY TOWN COUNCIL
will be held in the
COMMUNITY HUB
Town Council Office,
445b Scalby Road,
on
WEDNESDAY, 10th MAY 2023
COMMENCING AT 7.00 pm
All councillors are hereby severally summoned and required to attend in order to transact the business on the agenda.
MEMBERS OF PUBLIC ARE WELCOME TO ATTEND
AGENDA
PROCEDURAL MATTER
Councillor Towse in his capacity as outgoing Chairman to chair the meeting until the incoming Chairman has completed their Declaration of Acceptance of Office.
1 ELECTION OF CHAIRMAN
To elect a Chairman of the Council for the Year 2023 to 2024.
2 CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
In accordance with Section 83(a) of the Local Government Act 1972 to receive the elected Chairman’s properly executed Declaration of Acceptance of Office.
PROCEDURAL MATTER – The incoming Chairman to occupy the chair.
3 APOLOGIES FOR ABSENCE To receive & accept. (To hand from Cllr. Sutton).
4 ELECTION OF VICE CHAIRMAN
To elect a Vice Chairman of the Council for the Year 2023 to 2024.
5 TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES
To agree appointments to outside bodies (to May 2024 Council meeting unless otherwise stated):-
| Organisation | Current Councillor(s) |
| CAP group | Cllrs. Sutton & Vacant |
| NYMNP Coastal Forum | Cllr. Thompson |
| N. Yorks. & Cleveland Forum | Cllrs. Thompson |
| YLCA | Cllr. Towse |
| Twinning Committee | Cllrs. Thompson & Sutton |
| Allotments (FONSA) | No appointment made |
| Christopher Keld Charity | 1 vacancy, (to serve till 31/1/2026 alongside Cllr. Holliday) |
6 MEMBERSHIP OF REVIEW & STAFFING COMMITTEE
To agree committee membership (currently Cllrs. Towse, Thompson, Bastiman, Holliday + 1 vacancy), [NOTE: Committee’s terms of reference require that Council Chairman and Vice Chairman are members].
7 MEETING DATES To agree the schedule of Ordinary Meetings of the Town Council to May 2024, to be held in the Community Hub (start time 7pm unless otherwise stated) on the following dates:-
| 7th June 2023 | 12th July 2023 | No meeting August 2023 | 13th September 2023 |
| 11th October 2023 | 8th November 2023 | 13th December 2023 | 10th January 2024 |
| 14th February 2024 | 13th March 2024 | 10th April 2024 | 8th May 2024 |
8 DECLARATIONS OF INTEREST
To receive any declarations of interest in items on this agenda.
9 MINUTES
To approve and sign as a correct record, the minutes of the Council Meeting held on 12th April 2023. (enclosed)
10 PUBLIC OPEN FORUM (not to exceed 15 minutes)
Matters which members of the public wish to raise.
11 MATTERS RAISED IN PUBLIC OPEN FORUM
To agree action as appropriate on matters raised in the Public Open Forum.
12 VACANCY UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS
To receive any applications for co-option to the remaining Ordinary Vacancy & agree action as appropriate.
13 EXTERNAL REPORTS
The following to give reports and/or take questions:
13.1 Police [Scalby report enclosed, Newby report not to hand at preparation of agenda]
13.2 NY Unitary Council – Cllrs. Bastiman and Sharma.
14 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
14.1 To receive report from H. King re. Community & Wellbeing Hub.
14.2 To receive update from Chairman and/or Clerk on any matters dealt with under delegated powers and on Neighbourhood Plan Working Group.
14.3 To receive update on local government re-organisation.
14.4 To receive update on Scalby Toilets.
14.5 Ownership of the land on Duchy Estate where seat installation was being requested [Minute 61/23.2 refers] – to receive update from Clerk and agree action as appropriate;
14.6 Suspected breach of planning at a property on ElderflowerRoad [Minute 61/23.6 refers] – to receive update from Clerk and agree action as appropriate.
14.7 2023 Twinning and Civic Reception [Minute 62/23.3.1 refers] – to receive update from Chairman/Clerk and agree action as appropriate.
14.8 To receive update from Clerk on casual vacancy caused by resignation of Cllr. Langmead [Minute 62/23.3.2 refers] – to receive
14.9 To receive reports from Councillors of any highway & footpath or other matters requiring attention.
15 CORRESPONDENCE
15.1 2023 Parish Assembly Minutes [enclosed] – to confirm as accurate.
15.2 To note the land between The Poplars and Ashcroft on Scalby Road has been referred to Planning for investigation (ref. 23/00093/COM).
15.3 Correspondence received after preparation of the agenda which the Chairman of the meeting deems it necessary to consider as a matter of urgency.
FINANCE & GENERAL PURPOSES ISSUES
16 FINANCE, REGULATORY & GENERAL MATTERS
(Tabled at the meeting unless otherwise indicated)
16.1 To approve the Schedule of Accounts to be paid for May 2023, Schedule 2.
16.2 2022/23 accounts [enclosed] – to receive & authorise chairman to sign;
16.3 Internal Auditor’s report [enclosed] – to receive, note and carry out the recommendation regarding payment of wages;
16.4 2022/23 Annual Return [enclosed] – 1] to receive & note the Internal Auditor’s unqualified report; 2] to review & approve the Annual Governance Statement (Section 1) & authorise Chairman to sign; 3] to approve the Accounting Statements (Section 2) & authorise Chairman to sign.
16.5 Appointment of Internal Auditor for 2023/24 – to consider re-appointing Mr R. Carey & agree action as appropriate;
16.6 Dignity at Work Policy [enclosed] to note the changes needed (highlighted in yellow) following the adoption of the Civility & Respect Pledge & agree action as appropriate.
ENVIRONMENTAL AND DEVELOPMENT ISSUES
17 PLANNING APPLICATIONS & APPEALS NOTIFIED:
To agree comments on the following:-
- 23/00484/HS Erect single storey rear extension, 26 Mayfield Avenue, Newby.
18 PLANNING DECISIONS AND WITHDRAWALS
To receive & note the following:-
- NYM/2023/0042 Excavation works to create earth bank slurry store at Cumboots Dairy Farm, Limestone Road, Burniston – granted.
- NYM/2023/0075 Certificate of Lawfulness for use of land as leisure plot and use of the three buildings on site for bird watching and storage purposes (no overnight sleeping) in excess of ten years at Moss lea, land west of Lowmoor Farm, Barmoor Lane, Scalby – granted.
- NYM/2023/0114 Vary condition 2 of NYM/2015/0197/FL to allow construction of detached garage in revised location and alter position of door and window at Ryefield, Hackness Road, Scalby – granted.
19 PLANNING MATTERS RECEIVED AFTER 2/5/23 (as notified after distribution of agenda) – To agree comments as appropriate.
OTHER MATTERS
20 REPORTS ON OUTSIDE BODIES & EVENTS ATTENDED
To receive reports from councillors:-
20.1 NYMNP Coastal Forum, Loftus – Cllr. Thompson
21 EXCLUSION OF PRESS AND PUBLIC
To exclude the press and public on the grounds the next item relates to legal, personnel or contract matters.
22 CONFIDENTIAL ITEMS
None to hand at preparation of agenda.
J Marley (CiLCA)
Clerk to the Council and RFO
Town Council Office, 445b Scalby Road, Scalby, Scarborough YO12 6UA
Tel: (01723) 354018. Email: clerk@newbyandscalby-tc.gov.uk
Wednesday 3rd May 2023