MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY PARISH COUNCIL,
held in the Council Offices, Scalby Road, Scalby,
on Wednesday, 11th February 2009 at 7.15pm
PRESENT: Councillors R I Thompson, (Chairman in the Chair), J Attwood, D J Bastiman, S G Foote, B Miller, R Pickersgill, C Ridley, P C Snow and B F Watson
ALSO IN ATTENDANCE: County Councillors H Swiers and A Backhouse, R Kaye, Scarborough Borough Council, R Kendall, Friends of the Allotments Group, M McGuinn, Clerk and 12 members of the public
PROCEDURAL MATTER 1
During the public session the Chairman presented the awards for the Christmas Lights Competition 2008. He thanked the recipients for their displays which brought pleasure to many parishioners and wished them every success for the 2009 competition.
25/09 APOLOGIES FOR ABSENCE None. All Councillors present.
26/09 DECLARATIONS OF INTEREST
26/09.1 Councillors Ridley & Watson declared a personal interest in all Borough Council planning applications as members of the Borough Councils Planning Committee and took no part in the decisions.
26/09 2 Councillor Bastiman declared a personal & prejudicial interest in all planning issues and applications in his capacity as Portfolio Holder on Scarborough Borough Council with responsibility for Planning Issues. He observed the proceedings and took no part in the discussions or decisions.
26/09.3 Councillor Watson declared personal interest as a social member of the Rugby Club in agenda item 16.
PROCEDURAL MATTER 2
It was RESOLVED to suspend the meeting to allow Roger Kaye of Scarborough Borough Council to provide feed back on previously raised road traffic or street scene issues and to receive new issues requiring attention.
Meeting suspended at 7.16pm
R Kaye provided feedback from the previously raised issues and in particular on the following matters:
- Traffic lights at Green Lane. The Traffic Engineers have observed the operation of the traffic lights and in their opinion they are working correctly. The timings are biased for Scalby Road which carries the major traffic volume and it is not planned to introduce any changes and the engineers will continue to observe and make improvements if proved necessary. The Lane markings, according to the traffic engineers, are adequate for this junction.
Councillors did not accept the comments and referred specifically to the traffic turning right out of and turning right into Throxenby Lane and there are ongoing and regular incidents of traffic being stuck in the middle of the lights when they have changed and it is an accident waiting to happen.
Such traffic cannot see the traffic lights so they do not know when they have changed and by the time the oncoming has halted in their favour the opposing traffic has started to move and they have to accelerate quickly to clear the junction. If a vehicle is turning right out of Throxenby Lane they do not leave sufficient space for other traffic behind them to go forward or turn left and buses completely block the junction. Also if you are turning right into Throxenby Lane from Scalby Road the positioning of the box means that it is difficult to see the oncoming traffic.
Given that the engineers feel the lane markings are correct then Councillors feel that in order to avoid unnecessary risk taking which may lead to an accident the lights should be calibrated so that there is a priority for all right turning traffic to have their own turn and not just for traffic turning right into Green Lane.
It was also pointed out that a balance needs to be struck as traffic can be backed up as far as the Coldyhill Lane junction.
- The potholes in Hillcrest Avenue have been filled in.
- The new lights on Burniston Road have been considered again by the engineers and they feel that these are adequate and meet the current regulations for street lighting.
- The works required on Newlands Park Drive have been done and further works will be needed.
- The HGV signs for Cross Lane will be provided very soon. SBC has contacted YWA again about the problem.
New issues reported:
- The 30MPH signs have not been moved back outside the new Rugby Club HQ and the traffic engineers need to contact NYCC to have this done as a matter of urgency. The Clerk was also asked to liaise with Nick West of NYCC on this matter and that of the reduction of the speed limit to 40MPH between The Club and Burniston.
- The Red Scar Lane 30 MPH sings still not moved back and they are in need of cleaning.
- The Twinning and Newby sign at Lady Edith’s Drive has been removed and needs replacing.
- There is still “ponding of rainwater” at junction of Hay Lane and Church Hill. Drains need inspecting and cleaning.
- The pot hole outside of the Nags Head (previously reported) has not yet been filled in.
- High Street, Scalby near to Ashlea, towards Scalby Methodist Church . A trench has been dug and there is now a depression in the surface which needs attention.
- A trench outside Scalby Stores and a pothole require attention
- At the Cross Lane junction with Newlands Park Drive by the bus stop a large pothole requires attention.
The Chairman thanked Mr Kaye for his attendance and declared the meeting in session.
Meeting in session at 7.36pm.
27/09 MINUTES
It was RESOLVED to approve and sign as a correct record the minutes of the Council Meeting held on 14th January 2009 subject to minute number 14/09 being amended to show that the Atkins report was discussed with the Forum Support Manager and the Environment Agency representatives and not at the Local Area Parish Forum. The Clerk made the amendment and the Chairman signed the minutes.
28/09 MATTERS OF REPORT FROM THE MINUTES None.
29/09 CORRESPONDENCE
29/09.1 A letter dated 30 January 2009 from the Chief Executive of Scarborough Borough Council regarding a protocol for communication between Parishes and the Borough Council was RECEIVED and noted.
PROCEDURAL MATTER
It was RESOLVED to move the order of business and deal with agenda item 15 relating to the Allotments in view of the fact that the representative of the Friends Group was present.. See minute number 39/09.
PROCEDURAL MATTER
Normal order of business resumed
29/09.2 A letter dated 30 January 2009 from the Northern Area Engineer concerning footway lighting improvements was RECEIVED
29/09.3 A letter dated 13 January 2009 from Minerals and Waste Planning Services regarding the withdrawal of the draft strategies was RECEIVED.
29/09.4 A letter dated 21 January 2009 from the NYMNPA regarding a planning parish training event on 4 March 2009 was considered. It was RESOLVED that Councillors Ridley & Watson would attend and the clerk asked to make the arrangements.
29/09.5 A letter dated 23 January 2009 from the Head of Regeneration and Planning regarding a parish training event on 27 February 2009 was considered. It was RESOLVED that Councillors Foote, Pickersgill & Snow attend and the clerk was asked to make the arrangements. It was noted that there is a limit of two parish representatives but it was felt that for a parish of this size it is not unreasonalbe for three representatives.
29/09.6 A letter dated 15 January 2009 from the Democratic and Administrative Services Manager regarding possible joint meeting with the SBC and NYCC, with Parish Councils. It was RESOLVED that the replies to the questions be as follows:
- Yes
- No it should be split between north & south
- All Parish Councillors
- 6 monthly
29/09.7 A letter dated 8 January 2009 from Waste Management Services of the NYCC regarding food waste reduction training sessions was considered. It was RESOLVED that Councillors let the clerk know if they wish to attend.
29/09.8 A letter dated 26 January 2009 from the Rural Services Network regarding an invitation to become a member was RECEIVED.
29/09.9 A letter from the SBC regarding the meeting dates and locations for the Area Committees. was RECEIVED
29/09.10 A letter dated 2 February 2009 from the CPRE regarding a future meeting was considered. It was RESOLVED that Councillor Miller attend and Councillor Pickersgill if available.
30/09 REPORTS FROM OUTSIDE BODIES (IMPORTANT ISSUES ONLY)
The following Reports from Council Representatives, where indicated below, were RECEIVED:
30/09.1 CAP Group. Councillor Ridley gave a resume of the meeting held on 10th February 2009. Residents had voiced an opinion at the meeting that the play area near to the railway line should be removed as it was not used. Councillors disagreed with this statement as it was used and it should stay. The police reports for Newby & Scalby, circulated at the meeting, were RECEIVED.
30/09.2 Safety Council – No report.
30/09.3 Roads Liaison Committee – No report.
30/09.4 Coastal Area Parish Forum – No report.
30/09.5 North Yorkshire & Cleveland Coastal Forum – No report as the last meeting was postponed.
30/09.6 Yorkshire Local Councils’ Association – No report as the meeting was deferred.
30/09.7 Twinning Association – Councillor Thompson reported on the AGM and the management meeting 10th February 2009. The visit to Pornic was discussed at the meeting and it was also decided that the Association would attend and man a stand at the Community Day at the Parish Hall. In this respect the Association wish to have the Charter, paintings and other memorabilia on display. There will be a dinner held on the 12th March 2009. Councillor Ridley passed on the thanks and appreciation of the support they have received from the Parish Council. It was intended that the Parish Council provide a suitable gift to be presented by the parish council representatives during the visit to Pornic.
30/09.8 York & North Yorkshire Playing Fields – No report
30/09.9 Yorkshire Coast & Moors County Area Committee – No report.
30/09.10 North York Moors National Park Authority – Councillor Thompson reported that apart from his attendance at a planning meeting and the Access Group there was nothing further to report.
FINANCE & GENERAL PURPOSES ISSUES
31.09 FINANCIAL MATTERS
31/09.1 It was RESOLVED to approve the Schedule of Accounts to be Paid for February 2009, Schedule 11
31/09.2 It was RESOLVED to receive the Cash Book and Statement of Account for January 2009.
31/09.3 The Clerk confirmed that the bank statement had only arrived yesterday and there was only sufficient time to carry out his month end balancing in order to provide the analysis of the Cash Book, Reconciliation of the Bank Statement and the budget report. It was RESOLVED to accept that there was insufficient time for the internal audit and that the report will be placed before councillors at the March meeting.
32/09 BUDGET REPORTING
It was RESOLVED to approve the Budget Report to the end of January 2009.
33/09 QUALITY STATUS
33/09.1 A verbal report from the clerk on the progress to date in respect of the proposed web site was RECEIVED
33/09.2 The overall aims of quality status to remain on the agenda pending developments.
34/09 NEWSLETTER
A verbal report from the clerk on the second issue was RECEIVED and Councillors were pleased to note that three quarters of the Newsletters had now been issued and that the list of email recipients was increasing steadily. The clerk confirmed that a review of the outlets for the Newsletter would reviewed prior to the next issue and new outlets identified.
35/09 NEW MODEL CHARTER AND NEW MODEL AGREEMENT
The clerk advised Councillors that he was now awaiting YLCA’s approval of these documents before placing them for approval before Council. It was RESOLVED that this matter remain on the agenda pending developments.
ENVIRONMENTAL ISSUES
36/09 TRAFFIC AND DOG FOULING
An email from a parishioner regarding traffic matters and dog fouling together with a response from the clerk was considered. A newspaper clipping regarding DNA testing in Germany was circulated at the meeting and RECEIVED. It was RESOLVED that the clerk advise the parishioner that this had been noted.
37/09 SCALBY VIADUCT
Issue to remain on the agenda pending developments.
38/09 FLOODING ISSUES
Councillor Bastiman provided feedback on the meeting with the Environment Agency representatives which had proved to be positive and a source of hope that the 3 schemes outlined in the Atkins report were moving forward.
SPORTS & RECREATIONAL ISSUES
39/09 ALLOTMENTS – VACANT PLOTS & UPKEEP
39/09.1 A report from the clerk on the vacant plots was RECEIVED. The clerk recorded his appreciation of the Friends Group in meeting and greeting new allotment holders thus making his task of re-letting vacant plots easier.
39/09.2 A copy of the minutes of the Friends Group Meeting held on 15 January 2009 were RECEIVED. The clerk confirmed that he had received suggested amendments to the tenancy agreement, which in the main were cosmetic, so that new tenants understood more easily what was expected of them and the role which the Friends Group play in looking after the allotments on behalf of the Parish Council.
39/09.3 An update from the Committee Representative of the Friends Group on relevant issues relating to the upkeep and management of the allotment site was RECEIVED. The clerk referred to the previous meeting and the request for start up finance for the Friends Group and confirmed he had received details of what expenditure the Group anticipated and this was a modest amount. The Committee Representative explained in more detail what the Group anticipated. It was RESOLVED that an initial start up grant of £150 be made to the Group as the Parish Council recognises the excellent work the Group carries out on its behalf.
39/09.4 A letter from the secretary of the Friends Group concerning the siting of a container on the allotments site was considered. It was RESOLVED that the decision of the Parish Council be deferred and that the clerk contact NYMNPA and the Duchy to ascertain their views.
40/09 SCARBOROUGH RUGBY CLUB – OLD HQ AND PROPOSED ADDITIONAL LANDSCAPING SCHEME
40/09.1 A report from the Clerk was RECEIVED in which he confirmed that he had received confirmation from Ashley House Plc that the Rugby Club continued to be responsible for the rates, insurance and security of the old premises in order that they can use the rugby pitch.
40/09.2 The reserved matters regarding the outline planning application had been resolved and a full detailed planning application for the development of the site as a health village, would be made in the next week or so. It was anticipated that re-development work will commence between Easter and Summer.
40/09.3 The clerk referred to the additional planting scheme for the verges outside of the new Rugby Club HQ and advised councillors that despite SBC having had in excess of 6 months and despite reminders, SBC had still not come up with a suitable planting scheme and the clerk felt that they had had more than sufficient time to respond even it was just to the effect that the grass verges be cut more frequently. SBC had stated that it is difficult to determine what is best due to the fact that it is a rural setting. It was RESOLVED that as the verges are a County Council matter that the clerk contact Nick West of NYCC in order to progress this matter along with that of the 30MPH signs.
GENERAL ISSUES
41/09 PLANNING APPLICATIONS – SCARBOROUGH BOROUGH COUNCIL
It was noted that the following planning application had been dealt with under delegated powers:
| 1 | Proposal Site Applicant Application No. SBC Decision PC Decision |
Change shop front 92 Newlands park Crescent Mrs K Lumsden 08/02614/FL By delegated authority No objection. Councillors confirmed that they endorsed the decision |
The following planning applications were considered and the decisions taken thereon are as shown below:
| 1 | Proposal Site Applicant Application No. SBC Decision PC Decision |
Display of externally illuminated hanging sign and illuminated fascia sign 5 Coldyhill Lane Ian Atack 09/00082/AA By delegated authority No objections |
| 2 | Proposal
Site |
Proposed pitched roof and dormers to an existing flat roof single storey extension and alterations and extensions to provide self-contained supervised accommodation for disabled parent 62 Station Road, Scalby Mr and Mrs K Riley 09/00132/FL Committee Decision No objections |
42/09 OTHER PLANNING ISSUES RELATING TO SBC None received.
43/09 PLANNING APPLICATIONS – NORTH YORK MOORS NATIONAL PARK None received
44/09 PLANNING APPLICATIONS – NORTH YORKSHIRE COUNTY COUNCIL
The following planning application was considered and the decision taken thereon is as shown below:
| 1 | Proposal Site Applicant Application No. PC Decision |
Alterations to entrance lobby Scalby School, Fieldstead Crescent Mr N Penn NY/2009/0029/FUL No objections as this will resolve Health & Safety and security issues. |
Pursuant to section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960 it was RESOLVED that, because of the confidential nature of the business to be transacted, the public and the press leave the meeting during consideration of the following item.
45/09 PARISH HALL
An update from Councillor Bastiman and the Clerk was RECEIVED and they were thanked for the work undertaken to date on behalf of the Parish Council. It was noted that various estimates were being obtained and the clerk was also setting up the necessary records and procedures and making arrangements for insurance.
It was noted that the target date for the commencement of the new Trust is the 1 April 2009 and thereafter the Parish Council will assume responsibility for the bookings and in due course will carry out the improvement works needed.
There being no further business on the agenda the Chairman declared the meeting closed at 9.00pm