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, 11th MAY 2022
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
1.1 In accordance with Standing Order 12(A) to receive nominations for Chairman of Council for the Year 2022 to 2023.
1.2 To consider all valid nominations received and elect a Chairman of the Council for the Year 2022 to 2023.
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 VACANCIES UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS
To co-opt to the four vacancies in the Newby Ward no later than 24th June 2022.
4 OUTSTANDING DECLARATIONS OF ACCEPTANCE OF OFFICE
To decide the date by which any declarations of acceptance of office which have not been received as provided by law shall be received
5 ELECTION OF VICE CHAIRMAN
5.1 In accordance with Standing Order 12(E) to receive nominations for Vice Chairman of Council for the Year 2022 to 2023.
5.2 To consider all valid nominations received and elect a Vice Chairman of the Council for the Year 2022 to 2023.
6 TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES
To agree appointments to outside bodies (to May 2023 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 & Vacant |
| YLCA | Cllr. Towse |
| Twinning Committee | Cllr. Thompson |
| Allotments (FONSA) | Vacant |
7 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].
8 APOLOGIES FOR ABSENCE To receive & accept.
9 DECLARATIONS OF INTEREST
To receive any declarations of interest in items on this agenda.
10 MINUTES
To approve and sign as a correct record, the minutes of the Council Meeting held on 13th April 2022. (enclosed)
PROCEDURAL MATTER
To suspend Standing Orders so as to allow the Public Open Forum.
11 PUBLIC OPEN FORUM
Matters which members of the public wish to raise.
PROCEDURAL MATTER – To resume Standing Orders.
12 MATTERS RAISED IN PUBLIC OPEN FORUM
To agree action as appropriate on matters raised in the Public Open Forum.
13 EXTERNAL REPORTS
The following to give reports or take questions:
13.1 Police [reports not to hand at preparation of agenda]
13.2 County Council – County Cllrs. for Scalby and The Coast ward and Newby ward.
13.3 Borough Council – Borough Councillors D Bastiman, N Heritage, H Lynskey, E Murphy or SC Sharma.
14 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
14.1 To receive update from Clerk on any highway, footpath and other matters.
14.2 To receive reports from Councillors of any highway & footpath or other matters requiring attention.
15 CORRESPONDENCE
15.1 2022 Parish Assembly Minutes [enclosed] – to confirm as accurate.
15.2 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 2022 (Schedule 2).
16.2 2021/22 accounts [enclosed] – to receive & authorise Chairman to sign;
16.3 Internal Auditor’s report [enclosed] – to receive, note & agree action as appropriate on comments at point 7 of report;
16.4 2021/22 Annual Return [enclosed] – 1] to receive & note the Annual Internal Audit Report; 2] to review & approve Annual Governance Statement (Section 1) & authorise Chairman & Clerk to sign; 3] to approve Accounting Statements (Section 2) & authorise Chairman to sign.
16.5 General Power of Competence – to receive Clerk’s report [enclosed] & agree action as appropriate.
ENVIRONMENTAL AND DEVELOPMENT ISSUES
17 PLANNING APPLICATIONS & APPEALS NOTIFIED:
To agree comments on the following:-
- 21/02201/FL Erect two storey front and first floor rear extensions, formation of bin storage area and alterations to pedestrian/vehicular access to Newby Farm Road at 445a Scalby Road.
- 22/00230/HS Erect single storey rear and side extension at 8 Woodville Avenue, Newby.
- 22/00327/HS Erect single storey side and rear extension at 41 Newby Farm Road, Newby.
- 22/00730/FL Replacement windows and door in upvc at 8 East Park Road, Scalby.
- 22/00743/HS Erect single storey porch to front at 2 High Moor Edge, Newby.
- NYM/2022/0300 Demolish existing conservatory and construct single storey rear extension at 89 Hackness Road, Scalby.
18 PLANNING DECISIONS AND WITHDRAWALS
To receive & note the following:-
- 22/00177/HS Erect two storey side extension at 2 Cowslip Close, Scalby – granted.
- 22/00577/TPW Deadwood 1 sycamore tree, Queen Victoria Diamond, High Street, Scalby – granted.
19 PLANNING MATTERS RECEIVED AFTER 3/5/22 (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, Hinderwell – 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 PREMISES [Minute 15/22.1 refers]
To receive verbal report/update and agree action as appropriate. [Any paperwork needed will be shared at meeting].
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 5th May 2022