MINUTES OF ANNUAL MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 11th May 2022 at 7pm.
PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, D Bastiman, S Foote, R Holliday, D Langmead, B Marley, D Sutton, R Thompson.
ALSO IN ATTENDANCE: 2 members of public (left 7.17pm), County/Borough Cllr. Sharma (left 7.20pm), Mrs J Marley (Clerk to Council)
ABSENT: None.
PROCEDURAL MATTER – In his capacity as outgoing Chairman, Councillor Towse chaired the meeting until the new Chairman had accepted office.
16/22 ELECTION OF CHAIRMAN
16/22.1 In accordance with Standing Order 12(A) the Chairman sought nominations for Chairman of Council for the year 2022 to 2023. Cllr. Towse was proposed by Cllr. Thompson and seconded by Cllr. Bastiman. No other nominations having been received, it was RESOLVED Cllr. Towse be elected as Chairman of the Council for the Year 2022 to 2023.
17/22 CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
In accordance with Section 83(a) of the 1972 Local Government Act the elected Chairman signed his Declaration of Acceptance of Office which was witnessed by the Clerk as the Proper Officer of the Council.
PROCEDURAL MATTER – Councillor Towse resumed as Chairman of the Council.
18/22 VACANCIES UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS
Notices had been posted invited applications from people wishing to be co-opted to the four vacancies in the Newby Ward. These co-options were to ‘Ordinary Vacancies’ and had to be filled no later than 24th June 2022.
19/22 OUTSTANDING DECLARATIONS OF ACCEPTANCE OF OFFICE
All Declarations of Acceptance of Office had been made and witnessed by the Clerk as Proper Officer, so none were outstanding.
20/22 ELECTION OF VICE CHAIRMAN
20/22.1 In accordance with Standing Order 12(E) the Chairman sought nominations for Vice Chairman of Council for the year 2022 to 2023. Cllr. Thompson was proposed by Cllr. Foote and seconded by Cllr. Bastiman. No other nominations having been received, it was RESOLVED Councillor Thompson be elected as Vice-Chairman of the Council for the year 2022 to 2023.
21/22 REPRESENTATIVES TO OUTSIDE BODIES
The following were AGREED:-
| CAP group | Cllrs. Sutton & Langmead |
| NYMNP Coastal Forum | Cllr. Thompson |
| N. Yorks. & Cleveland Forum | Cllr. Thompson |
| YLCA | Cllr. Towse |
| Twinning Committee | Cllrs. Thompson & Sutton |
| Allotments (FONSA) | No appointment made |
22/22 MEMBERSHIP OF REVIEW & STAFFING COMMITTEE
22/22.1 AGREED membership to be Cllrs. Towse, Thompson, Bastiman, Holliday and Langmead.
23/22 APOLOGIES FOR ABSENCE None to receive.
24/22 DECLARATIONS OF INTEREST: Received from Cllr. Bastiman (agenda items 17-19 inclusive as he was a substitute member of SBC’s Planning Committee, though he reserved his right to speak to agenda item 17.1), Cllrs. Foote and Thompson (agenda item 11), Cllr. Marley (agenda item 16.1 ref 2/1).
25/22 MINUTES
25/22.1 Having been previously circulated, the minutes of the Council Meeting held on 13th April 2022 were approved as a correct record and authorised for signature by Cllr. Towse.
PROCEDURAL MATTER Suspension of Standing Orders at 7.10pm to allow Public Open Forum.
26/22 PUBLIC OPEN FORUM A member of Scalby & Newby Village Trust (Jonny Barker) spoke about the setting up of a Neighbourhood Plan and requesting the Town Council’s support.
PROCEDURAL MATTER Standing Orders were resumed at 7.17pm.
27/22 MATTERS RAISED IN PUBLIC OPEN FORUM Cllr. Bastiman suggested a working group be set up to explore the parameters of the group and to invite S. Wilson of SBC Forward Planning to give a presentation to that group about what was entailed in a Neighbourhood Plan. Proposed Cllr. Barnes, seconded Cllr. Marley and resolved that a Working Group be set up, membership to comprise four or five members of the Village Trust and Cllrs. Towse, Thompson, Bastiman and Marley from the Town Council. The Clerk’s offer to set up and minute the initial meeting of the working group was accepted.
28/22 EXTERNAL REPORTS
28/22.1 Police:- The Scalby report for April was received & noted.
28/22.2 County Council:- Following the elections on 5th May County Cllr. Bastiman had been re-elected as member for Scalby and the Coast Ward and Cllr. Sharma had been elected as member for Newby Ward – both were congratulated. A full local government boundary review will be held, probably commencing late 2023/early2024.
28/22.3 Borough Council:- No matters to report.
At this point (7.20pm)Cllr. Sharma left the meeting.
29/22 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
29/22.1 Update by Chairman and Clerk on matters dealt with under delegated powers:– 1] stones on highway verge adjacent 5 Hay Lane -referred to Highways; 2] excessive traffic speed West Park Avenue – referred to Road Safety Partnership; 3] extend width of verge crossing Harewood Avenue – referred to highways.
29/22.2 Allotments (request for lower revised rent) [Minute 9/22.2 refers]. Received & noted Cllr. Towse’s report that he had been successful in negotiating a lower revised rent of £875 per annum plus VAT. Council thanked him for his work and agreed to accept the revised rent.
29/22.3 Reports from Councillors of any highway & footpath or general matters requiring attention – 1] seat on Hay Lane opposite Miner’s Home (repairs needed); 2] road surface and white lining junction Scalby Road and Station Road getting progressively more potholed and lines now mostly gone; 3] paper shop on Scalby High Street – stone kerbs opposite being loosened by vehicles pulling onto pavement to park and plants outside shop getting further into the pavement.
30/22 CORRESPONDENCE
30/22.1 2022 Parish Assembly Minutes [circulated with agenda] – confirmed as accurate.
30/22.2 Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency:– none.
31/22 FINANCE, REGULATORY & GENERAL MATTERS
31/22.1 Resolved the Schedule of Accounts Payable for May 2022 (Sch 2, £21,613.10) be approved. Cllrs. Towse and Langmead to do the online authorisations within 24 hours. Cheque signed by Cllrs. Bastiman and Thompson. [NOTE: Cllr. Marley did not take part in the discussion or vote on this item, bur remained in the room with member’s agreement].
31/22.2 2021/22 accounts [circulated with agenda] – received & Chairman authorised to sign.
31/22.3 Internal Auditor’s report [circulated with agenda] – received & noted.
31/22.4 2021/22 Annual Return [circulated with agenda] – 1] Annual Internal Audit Report received & noted; 2] Annual Governance Statement (Section 1) reviewed & approved and Chairman & Clerk authorised to sign; 3] Accounting Statements (Section 2) approved & Chairman authorised to sign.
31/22.5 General Power of Competence – Clerk’s report [circulated with agenda] received. Proposed Cllr. Bastiman, seconded Cllr. Barnes and resolved that from the 11th May 2022 until the next relevant Annual Meeting of the Council, and having met the conditions of eligibility as defined in the Localism Act 2011 and The Parish Councils (General Power of Competence) (Prescribed Conditions) Order, Newby & Scalby Town Council adopted the General Power of Competence.
32/22 PLANNING APPLICATIONS & APPEALS NOTIFIED
Comments on the following applications received & appeals notified [circulated with agenda] were agreed:-
- 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. Object – overdevelopment, extension on the Newby Farm Road side not in keeping with streetscene, parking concerns due to intensification of use of site.
- 22/00230/HS Erect single storey rear and side extension at 8 Woodville Avenue, Newby. No objections.
- 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. No objections.
- 22/00743/HS Erect single storey porch to front at 2 High Moor Edge, Newby. No objections.
- NYM/2022/0300 Demolish existing conservatory and construct single storey rear extension at 89 Hackness Road, Scalby. No objections.
33/22 PLANNING DECISIONS – The following were noted:-
- 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.
34/22 PLANNING MATTERS RECEIVED AFTER 3/5/22 – none.
35/22 REPORTS FROM OUTSIDE BODIES
35/22.1 Cllr. Thompson reported on the NYMNP Coastal Forum held at Hinderwell on 21st April 2022. Items discussed had included progress updates on 1] work at Woodsmith Mine and 2] the re-construction of Bilsdale mast and how long it would take.
36/22 EXCLUSION OF PRESS AND PUBLIC
At 7.56pm 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.
37/22 VARIOUS ITEMS
37/22.1 Clerk & Chairman gave an update on roofing and painting [Minute 15/22.1 refers]. Noted: 1] a price of £3,150 labour had been accepted for the painting (materials and scaffold to be paid direct by Council); 2] re-roofing the bay windows and the rear of 445 – only two contractors gave acceptable answers and Rowley Roofing was chosen as they were able to start the soonest (materials and scaffold to be paid direct by Council). Following consultation with Chairman and Vice Chairman, Clerk had instructed contractors and it was hoped main works would be completed by end of May.
There being no further business, the Chairman declared the meeting closed at 8.00pm.
Cllr. Reg Towse, Chairman
Dated: 8th June 2022