Minutes Council Meeting 14th April 2021

MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY PARISH COUNCIL
held virtually on the Zoom platform, on Wednesday, 14th April 2021 at 7pm 

PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes (from 7.33pm), DJ Bastiman (left 8.44pm), R Holliday (by phone from 7.30pm), D Langmead, D Sutton, R Thompson.

ALSO IN ATTENDANCE:  Borough Cllr. Sharma (left 9.09pm), Rev. Tony Hand (left 7.29pm), 2 members of public (left various times), Mrs J Marley (Clerk).

ABSENT:  Cllrs. E Black, S Foote, P Harriott, D Wiles.

A minute silence was held to mark the death of HRH The Duke of Edinburgh.

The meeting was called to order at 7.01pm.

1/21                 APOLOGIES FOR ABSENCE  The reasons for absence given by the following were approved:- Cllr. Foote (unable to connect by internet or phone), Cllr. Harriott (family commitment), Cllr. Wiles (health). Noted Cllrs. Barnes and Holliday had been delayed.

2/21                 DECLARATIONS OF INTEREST: Received from Cllr Bastiman (agenda items 10-12 inclusive as he was a substitute member of SBC’s Planning Committee).

3/21                 MINUTES

3/21.1              Having been previously circulated, the minutes of the Council Meeting held on 10th March 2021 were approved as a correct record and Cllr. Towse was authorised to sign them.

PROCEDURAL MATTER At 7.03pm, Standing Orders were suspended to allow the Public Open Forum.

4/21                 PUBLIC OPEN FORUM  Matters raised included:- 1] parishioner’s request for double yellow lines on Coldyhill Lane either side of their drive; 2] parishioner giving the background to their planning application (the retrospective part of the drive had been created with hardcore to allow construction traffic access to the site during the wet winter weather, and while it could be removed the application sought to regularise the matter).

PROCEDURAL MATTER  At 7.28pm, Standing Orders were resumed.

5/21                 MATTERS RAISED IN PUBLIC OPEN FORUM Agreed all matters raised to be taken into consideration when considering the agenda items in question.

6/21                 PROCEDURAL MATTER Chairman suggested, and it was agreed that agenda items 8.4, 10.3 and 8.6 be brought forward.

7/21                 REQUEST FOR DOUBLE YELLOW LINES ON COLDYHILL LANE [Agenda item 8.4] An email from a resident of Coldyhill Lane [forwarded to councillors 7/4/21] requesting double yellow lines either side of their drive as the result of a road traffic collision which occurred when they were attempting to pull out of their driveway was received & noted. The parishioner’s comments in the Public Open forum were taken into account. Councillors understood the problems and instructed the Clerk to write to NYCC in support of the request for double yellow lines. Clerk also instructed to ask NYCC if the white ‘H’ bars in this area could be re-painted since they were very faded.

8/21                 PLANNING APPLICATION 21/00487/FL Part retrospective formation of new access drive at Barmoor View, Barmoor Lane, Scalby [agenda item 10.3]. [In accordance with his Declaration of Interest at Minute 2/21 Cllr. Bastiman took no part in this item]. When considering this application Councillors took into account the applicant’s submission made during the Public Open Forum. It was agreed there were no objections to the application as submitted.

At this point (7.26pm) the applicant left the meeting.

9/21                 LATE CORRESPONDENCE [Agenda item 8.6]. An email from Tracy Squire (Children & Families Youth worker at St. Laurence’s Church) had been received on 14th April requesting Council’s support for a wildlife Bee Trail using “What3Words” to identify locations. Council fully supported the proposals & Rev. Hand gave his thanks.

At this point (7.29pm) Rev. Hand left the meeting.

10/21               EXTERNAL REPORTS

10/21.1            Police:- The report for Scalby (emailed to councillors 29/3/21) was received & noted. A report for Newby was not available.

At this point (7.30pm) Cllr. Holliday joined the meeting.

10/21.2            County Council:- received County Cllr. Bastiman’s reported 1] the Annual Meeting of NYCC was to be held remotely at 10.30am on 5th May 2021; 2] re-construction of the pavement on Barmoor Lane had commenced; 3] he had asked for the yellow lines, white lines and SLOW on Church Hill & surrounding area to be repainted.

At this point (7.33pm) Cllr. Barnes joined the meeting.

10/21.3            Borough Council:-  Borough Cllr. Sharma reported 1] the Annual Meeting of SBC was to be held remotely at 2pm on 5th May 2021; 2] the Tree Protection Order [Minute 165/21.4  refers] on Greylands Park Avenue was proceeding.

11/21               UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS

11/21.1            Clerk reported various street light and pothole problems had been reported. The mud in the dip in the pavement on Scalby Road near the end of Lady Edith’s Drive/pelican crossing had been cleared & Highways were to see if something could be done to prevent future ponding..

11/21.2            Reports from Councillors of any highway & footpath or general matters requiring attention – none.

At this point (7.36pm) the remaining member of public left the meeting.

12/21               CORRESPONDENCE

12/21.1            Devolution – agreed the full county model (6 votes) was preferred to the east/west split model (1 vote) on the grounds it had more experience of many of the services to be provided (education, adult care, social services, waste, trading standards etc), Clerk  to submit response.

12/21.2            A letter from Luke Hall MP, Minister of State for Regional Growth and Local Government on the future of remote meetings and annual meetings in May 2021 due to government’s refusal to extend beyond 6th May the power to hold virtual meetings [emailed to councillors 31/3/21] was received & noted.  Agreed May meeting (Annual Meeting) be brought forward a week to 5th May. Parish Assembly to be held on same date.

12/21.3            Received & noted an email dated 25/3/21 [circulated with agenda] from Royal Pilgrim who were acting for Hallam Land Management (HLM). They wished to start a dialogue in respect of proposals to have their land off North Street included within the current Local Plan Review as land ‘zoned’ for housing. Agreed the Parish Council had already submitted its objections to HLM’s proposals and did not wish to enter into a dialogue about the proposals.

12/21.4            Received & noted an email from a parishioner [emailed to councillors 7/4/21] requesting double yellow lines either side of their drive following a road traffic collision which occurred when they were attempting to pull out of their driveway. This item of business had been considered earlier in the meeting, see Minute 7/21.

12/21.5            Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency – 1] email from T. Squire re. Bee Trail – this item had been considered earlier in the meeting, see Minute 9/21; 2] exchange of emails between Chairman and M. Greene (Chief Executive, SBC) re. SBC’s failure to give any monies to this parish from the £22million recently granted to Scarborough Town Deal Board yet they were considering giving money to Filey Town Council. It had become clear there was no wish on the part of SBC to provide any funding to Newby & Scalby’s Community and Wellbeing Hub. Council agreed this was not an acceptable state of affairs and will consider future action.

13/21               FINANCIAL MATTERS

13/21.1            Resolved the Schedule of Accounts Payable for April 2021 (Sch 1, £4,610.46) and standing orders/direct debits as listed [emailed to councillors 14/4/21] be approved. Cllrs. Langmead and Thompson to do the online authorisations within 24 hours, Cllr. Towse to be backup.

13/21.2           JJ Burchell Bequest – 1] noted the current 8% Treasury Stock Gilts mature soon; 2] agreed to reinvest the redemption proceeds into another UK Government Stock; 3] agreed the Clerk/RFO and Chairman be authorised to sign necessary paperwork.

13/21.3            In order to enable bills etc to be paid if Council was unable to hold virtual meetings or face to face meetings after 6th May, the Clerk/RFO recommended that Council 1] suspended Financial Regulation 3.5 for a period to be agreed (not in excess of 6 months) and 2] for the same period varied Financial Regulation 19.2 FROM “19.2 With the agreement of the Chairman or Vice Chairman of Council, urgent expenditure exceeding £500 which is specifically for the purpose of ensuring Council meets its legal or contractual obligations” TO “19.2 With the agreement of the Chairman or Vice Chairman of Council, expenditure exceeding £500”. It was agreed to 1] suspend Financial Regulation 3.5 with immediate effect for a period of 6 months and 2] for the same period, to vary Financial Regulation 19.2 to read “With the agreement of the Chairman or Vice Chairman of the Council, expenditure exceeding £500”

Cllr. Bastiman left the meeting at this point.

14/21               PLANNING APPLICATIONS NOTIFIED

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

  1. 21/00272/HS Erect single storey rear extension at 30 Hillcrest Avenue – agreed no objections.
  2. 21/00418/FL Erect roof guarding, fire escape stair and glass roof shelter extension at The Plough, High St, Scalby – agreed no objections.
  3. 21/00487/FL Part retrospective formation of new access drive at Barmoor View, Barmoor Lane, Scalby – – agreed no objections, see Minute 8/21.
  4. 21/00511/FL Convert redundant farm and mill complex to form single dwelling with annexe, erect garage and 3no. new dwellinghouses with associated landscaping at High Mill Farm, Station Rd, Scalby – agreed no objections in principle, the buildings have deteriorated significantly in recent years and a sympathetic refurbishment/restoration plan is welcomed; concern re. highway access as original access from adjacent Cow Wath Bridge now believed to be compromised by soil heaps and fencing on Keepmoat building site.
  5. 21/00512/LB Internal & external works (to include partial demolition of load bearing walls) to allow for conversion of former Miller’s House, Cart Shed, Piggery and outbuilding to single dwelling and annexe. Demolition of 3no. outbuildings at High Mill Farm, Station Rd, Scalby – agreed no objections in principle, the buildings have deteriorated significantly in recent years and a sympathetic refurbishment/restoration plan is welcomed.
  6. 21/00577/HS Erect two storey rear and side extension at 15 The Close – agreed no objections.
  7. 21/00597/FL Erect building comprising 6no. light industrial/storage and distribution units (resubmission 20/02816/FL) at Iansfield Farm, Burniston Road, Scalby agreed outside development limits, need not proven, a large new building over near cinder track was erected for livestock but may no longer operating as a livestock unit so this should be converted rather than erecting a new building.
  8. 21/00639/HS Erect garden room at 30 North St, Scalby – agreed object as submitted on grounds of unacceptable impact on 2 Beech Grove. Objections would be removed if site somewhere other than the southeast corner of the garden, additional soundproofing is suggested.
  9. NYM/2021/0191/FL Erect replacement general purpose agricultural storage building (retrospective) at Stag Hall Farm, Harwood Dale Road, Cloughton – agreed no objections.
  10. NYM/2021/0192/FL Erect replacement general purpose agricultural storage building at Stag Hall Farm, Harwood Dale Road, Cloughton) – agreed no objections.

15/21               PLANNING DECISIONS – The following [circulated with agenda] were noted:-

  1. 20/01382/FL Erect detached dwelling with detached garage, land adjacent 12 Hay Lane, Scalby. Granted with conditions.
  2. 20/02774/HS Erect first floor side extension with side facing Juliet balcony over existing garage and erect single storey rear extension following demolition of existing conservatory/utility at 43 Newlands Park Grove, Newby. Granted with conditions.
  3. 20/02776/HS Erect two storey side and rear extension with detached garden room at 37 Willow Garth, Newby. Granted with conditions.
  4. 20/02822/FLA Vary condition 1 of 19/00474/HS to remove sun room at 36 Lady Edith’s Avenue, Newby. Granted with conditions.
  5. 21/00048/HS Extension to rear of property at 1 St Mark’s Close, Newby. Granted with conditions.
  6. 21/00079/FL Change of use of ground floor from C3 (residential) to Use Class E (music recording studio), first floor to retain C3 use at 487 Scalby Road, Scalby. Granted with conditions.
  7. NYM/2021/0052/FL Change of use of land to form manege (revised scheme) at Beacon Cottage Farm, Beacon Brow Road, Scalby. Granted with conditions.

16/21               PLANNING MATTERS RECEIVED AFTER 2/3/2021 – The following was received:-

  1. 21/00325/HS Erect 2 storey side extension at 43 Lady Edith’s Avenue – agreed no objections.

17/21               REPORTS FROM OUTSIDE BODIES

17/21.1            SBC Standards Committee:- Cllr. Thompson reported on a recent meeting on the committee at which the Model Code of Conduct approved by the Local Government Association in December 2020 was considered.

18/21               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 (9.09pm) Borough Cllr. Sharma left the room.

19/21               PREMISES [Minute 172/20 refers]

19/21.1            Clerk/RFO reported she & Chairman had shown representatives of two property letting management companies around 445 [Minute 172/20.2 refers].. One had suggested maximising the income by converting into flats (though conversion costs likely to be in region of £30,000). Both companies had suggested a broadly similar figure (in excess of £1,000/month) for renting the house as a single unit. Council agreed to rent out the property as a single unit on a fully managed basis via CPH Property Services. In consultation with Chairman, Clerk authorised to liaise with CPH in order to achieve an acceptable tenancy.

19/21.2            Chairman gave an update on the possible problem which had required specialist legal advice [Minute 172/20.4 refers]. Two conflicting sets of advice had been received. Council agreed it would not be cost effective to pursue the matter at the moment and agreed no  further action be taken at this time.

19/21.3            Clerk reported one of the items listed on the structural survey as needing to be done was  replacing the lean-to roof over the washhouse and outside toilets and she felt it would be sensible to do this work the house was occupied. Prices for stripping the old roof, putting new breathable membrane, batons and tiles on & re-cementing ridge tiles was coming in around the £3,000 mark. Agreed Clerk to organise this work at a cost not exceeding £3,000.

19/21.4            Clerk offered to have the full premises open 2.30-3.30 on Sunday 18th April for councillors to view – several members expressed an interest and Clerk is to email the councillors who were absent with the details.

There being no further business, the Chairman declared the meeting closed at 9.34pm.

 

Cllr. Reg Towse, Chairman

Dated: 5th May 2021