Minutes Council Meeting 10th March 2021

MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY PARISH COUNCIL
held virtually on the Zoom platform, on Wednesday, 10th March 2021 at 7pm 

PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, DJ Bastiman (left 8.18pm), E Black (from 7.44pm), P Harriott, R Holliday (by phone), D Langmead (from 7.02pm), D Sutton, R Thompson, D Wiles.

ALSO IN ATTENDANCE: Borough Cllr. Sharma (left 8.28pm), Rev. Tony Hand (left 8.28pm), Helen King (Community Support Co-Ordinator, left 7.57pm), 5 members of public (left various times), Mrs J Marley (Clerk).

 ABSENT:       Cllr. S Foote.

The Chairman welcomed Helen King to the meeting – she had been appointed to the post of Community Support Co-Ordinator.

The meeting was called to order at 7.01pm.

155/20             APOLOGIES FOR ABSENCE  The reasons for absence given by the following were approved:- Cllr. Foote (technical problems).

156/20             DECLARATIONS OF INTEREST:  Received from Cllr Bastiman (agenda items 8.1and 10-12 inclusive as he was a substitute member of SBC’s Planning Committee).

157/20             MINUTES

157/20.1          Having been previously circulated, the minutes of the Council Meeting held on 10th February 2021 were approved as a correct record and Cllr. Towse was authorised to sign them.

PROCEDURAL MATTER At 7.06pm, Standing Orders were suspended to allow the Public Open Forum.

158/20             PUBLIC OPEN FORUM Matters raised included:- 1] objection to planning application at 56 Lady Edith’s Avenue (agenda item 10.5) on grounds of overlooking, loss of light, overlooking and proximity to adjacent property; [a member of public left the meeting at this point]; 2] objections to SBC Local Plan Housing and Other Sites Submissions (agenda item 8.1) – in the main, objections related to site 18/01 but points also raised regarding the unclear deadline for comments, the possibility of creating a buffer zone around Scalby, the long-term value of a Neighbourhood Plan and the impact of yet more dwellings in Scalby.

PROCEDURAL MATTER At 7.28pm, Standing Orders were resumed.

159/20             MATTERS RAISED IN PUBLIC OPEN FORUM Agreed all matters raised to be taken into consideration when considering the agenda items in question.

160/20             PROCEDURAL MATTER Chairman suggested, and it was agreed that agenda items 10.5 and 8.1 be brought forward.

161/20             PLANNING APPLICATION 21/00436/HS Construct car port with first floor extension to side of dwelling at 56 Lady Edith’s Avenue [agenda item 10.5]. [In accordance with his Declaration of Interest at Minute 156/20 Cllr. Bastiman took no part in this item]. When considering this application Councillors took into account the submission made during the Public Open Forum. It was agreed to object to the application as submitted on the grounds of massing, overbearing impact on adjacent property due to proximity to boundary, unacceptable impact on streetscene and loss of privacy.

162/20             SBC LOCAL PLAN (Housing & Other Sites Submissions [Agenda item 8.1]. [Details of these sites had been emailed to councillors 12/1/21 and 26/2/21]. When considering the submitted sites Councillors took into account the submissions made during the Public Open Forum.

Site 18/01 – several areas of this site flood, housing would increase flood risk to Church Beck, highway access (presumed onto North Street) was not good and would have huge and damaging impact on North Street itself, highway access via Carr Lane was not an option, some of access was within Scalby Conservation Area, sites in Scalby were already identified within the current local plan for 900+ houses and to zone yet more land for housing would irretrievably alter the historic character, ambience and appearance of Scalby village. It was agreed these comments to form the basis of Council’s objection to this site. [A member of public left the meeting at this point]

Site 18/02 – a problematic site due to its proximity to the sea cut and the fact it was on a hillside. The High Mill estate was nearby and still under construction (believed around 350 houses still to be erected there). No highway access shown on site plan but presumed access would be onto Burniston Road via SBC owned land to the east. Unacceptable impact on the biodiversity of the area. Sites identified in Scalby within the current local plan for 900+ dwellings, plus the 350 at High Mill made a total of 1,250 – this was more than enough for the parish and adding yet more dwellings would fundamentally have a detrimental effect on the parish. It was agreed these comments to form the basis of Council’s objection to this site. [A member of public left the meeting during this item]

163/20             EXTERNAL REPORTS

163/20.1          Police:- The report for Scalby (emailed to councillors 3/3/21) was received & noted.  A report for Newby was not available (officer who compiled it had moved to a different section of the force). Cllr. Mrs Wiles asked if the streetlight at the end of Scalby Beck Road could be made into a full night light – agreed Clerk to contact NYCC.  [3 members of public left the meeting during this item]

163/20.2          County Council:- received County Cllr. Bastiman’s report that 1] consultation period for devolution ended 2359 on 18th April; 2] the 6m streetlight columns on Station Road as far as the bridge at Cow Wath had been replaced with 8m high columns; 3] NYCC Scrutiny Committee was to look at the lack of NHS dentists and the impact of the Youth Court backlog. [Helen King left the meeting at this point].

163/20.3          Borough Council:-  Borough Cllr. Sharma reported that SBC had established a £92k Better Places Locality budget for the 2021/22 year, which would grant each ward councillor a sum of £2k to spend on environmental improvements in their area.

164/20             UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS

164/20.1          Clerk reported [Minute 148/20.2 refers] there were transport sums in the High Mill s106 agreements but all were ring-fenced towards particular projects. Responses awaited re works in a forward budget and remediation of unadopted roads.

164/20.2          Reports from Councillors of any highway & footpath or general matters requiring attention Cllr. Harriott asked who was responsible for the sea cut banks between Hackness Road bridge and Scalby Road bridge as the bank tops were very muddy – it was explained the Environment Agency was responsible for the sea cut but there was no public right of way on either bank between the two bridges, therefore use was permissive only and it was unlikely the EA would wish to install a firmer surface. Matters mentioned by Cllrs. Barnes and Wiles included a collapsed bus stop sign on Station Road and more patching on Field Lane from the caravan site to the roundabout.

165/20             CORRESPONDENCE

165/20.1          SBC Local Plan (Housing and Other Sites Submissions) [emailed to councillors 12/1/21 & 26/2/21]  received. This item of business had been considered earlier in the meeting, see Minute 162/20.

165/20.2          New NYMNP Management Plan [emailed to councillors 24/2/21] – comments requested. Received & agreed no comments to be made.

165/20.3          Noted 1] an email had been received 15/2/21 from a parishioner regarding illuminated signs on Newby Farm and 2] Clerk had responded she understood SBC Planning were already aware and the matter had been passed to a Planning Officer for investigation.

165/20.4          An email from resident [emailed to councillors 3/3/21] re. possible breach of planning at 27 Greylands Park Avenue was received & noted. Borough Cllr. Sharma had been involved in this matter. Chairman asked Cllr. Sharma for an update – 1] minor trimming to free phone lines from the tree had taken place; 2] a tree evaluation had never been submitted with planning application 15/02390/FL; 3] the Woodland Officer and Head of Planning would now each be doing a site visits to assess whether or not it was appropriate to put a Tree Protection Order in place.

165/20.5          Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency –none.

166/20             FINANCIAL MATTERS

166/20.1          Resolved the Schedule of Accounts Payable for March 2021 (Sch 12, £7,084.14) [emailed to councillors 9/3/21] be approved. Cllrs. Langmead and Sutton to do the online authorisations within 24 hours, Cllr. Towse to be backup.

166/20.2          Community engagement/telephone support worker [Minute 150/20.5 refers] – noted an appointment had been made effective 1st March. Helen King had been appointed to the post and introduced to members at the start of the meeting.

166/20.3          Corporate Credit/Debit Card – it was noted a debit card is offered by Unity Trust. In order to avoid staff having to use their personal credit/debit cards for Council purchases, especially those made online, Council was asked to consider joining Unity Trust’s Corporate Multipay scheme. Agreed to submit an application, Clerk and Chairman to be Programme Administrators, initially only the one card to be requested (for Mrs J Marley).

166/20.4          Bond at Skipton Building Society maturing 16th March 2021 – agreed 1] bond be closed, 2] maturing funds be taken into the Unity Trust Bank, 3] Cllr. Mrs Wiles and the Clerk authorised to sign the maturity instruction form.

Cllr. Bastiman left the meeting at this point.

167/20             PLANNING APPLICATIONS NOTIFIED

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

  1. 21/00048/HS Extension to rear of property at 1 St Mark’s Close, Newby – agreed no objections.
  2. 21/00219/HS Erect two storey side extension with integral garage and single storey rear extension at 63 Cross Lane, Newby – agreed no objections.
  3. 21/00294/HS Erect two storey and single storey rear extension and alterations to front elevation at 5 East Park Road, Scalby – agreed object
  4. 21/00414/HS Erect single storey rear extension at 30 Ridge Green, Scalby – agreed no objections.
  5. 21/00436/HS Construct car port with first floor extension above to side of dwelling at 56 Lady Edith’s Avenue, Newby – agreed object, see Minute 161/20.

168/20             PLANNING DECISIONS – The following [circulated with agenda] were noted:-

  1. 20/02168/HS Erect conservatory to rear at 40 High St, Scalby. Granted with conditions
  2. 20/02746/HS Erect rear extension, porch extension and alterations at 3 Glen Close, Scalby. Granted with conditions
  3. 20/02775/HS Erect front porch at 4 Southlands Grove, Newby. Granted with conditions
  4. 20/02816/FL Erect building comprising 6no. light industrial/storage and distribution units at Iansfield Farm, Burniston Road, Scalby. Refused.
  5. 20/02832/HS Erect single storey rear extension at 4 Beck View, Scalby. Granted.
  6. NYM/2020/0836/FL Erect 20metre high lattice tower with antennae and dishes, ground based equipment and fencing together with creation of access track at field to the north of Keld Runnels Rd, Scalby Nabs. Withdrawn.

169/20             PLANNING MATTERS RECEIVED AFTER 2/3/2021 – The following were received [notified after distribution of agenda, to members on email]:-

  1. 20/02837/HS Remove flat roof, replace with pitched roof, erect part two storey/single storey extension following demolition of existing store, replace all windows and doors at 50 High Street, Scalby – application withdrawn.
  2. 21/00517/HS Erect rear extension at 36 Briardene Avenue, Newby – agreed no objections.

170/20             REPORTS FROM OUTSIDE BODIES

170/20.1          YLCA:- The Chairman reported on a well attended Extraordinary meeting of the Scarborough Branch where a presentation had been given about the current review of service provision at Scarborough General Hospital by Simon Morritt, York Teaching Hospital NHS Foundation Trust (YFT) CEO, Simon Cox, East Coast Programme Director and Heather McNair, Chief Nurse, YFT.


171/20             EXCLUSION OF PRESS AND PUBLIC

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 and property matters.

At this point (8.28pm) Rev. Hand and Borough Cllr. Sharma left the room.

172/20             PREMISES [Minute 154/19 refers]

172/20.1          Repairing & painting railings at 445/445b [Minute 150/20.4 point 3 refers] Quote in sum of £550+VAT for repair and refurbishment from DS Engineering approved. Estimate in sum of £595 inc. materials from M Eyres for painting approved.

172/20.2          Clerk/RFO outlined situation re. renting out 445 once the current tenants left at the end of March. As well as renting through a management company, it had been suggested that the property could be rented to the member of staff who became the community hub manager. There were tax implications for this which would need investigation before a decision could be made. It was agreed the Clerk obtain potential rental prices via letting management companies.

172/20.3          Clerk/RFO explained the Parish Council could only reclaim £7,500 VAT in any fiscal year unless it was able to prove this was an exceptional circumstance and obtain a concession from HMRC. It was anticipated that this sum would be exceeded in 2021/22 due to the building works as well as normal reclaims. Exceeding the £7,500 without obtaining the concession would result in having to repay all VAT reclaimed in the year. Obtaining the concession involved a complicated set of calculations and Council agreed these could be carried out by our retained accountants at a cost of £750.

172/20.4          Chairman gave an update on the possible problem which required specialist legal advice [Minute 150/20.4, point 4 refers]. He would provide a further update at a future meeting.

There being no further business, the Chairman declared the meeting closed at 9.23pm.

Cllr. Reg Towse, Chairman

Dated: 14th April 2021