MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY PARISH COUNCIL,
held in the Council Offices, Scalby Road, Scalby,
on Wednesday, 14th January 2009 at 7.15pm
PRESENT: Councillors R I Thompson, (Chairman in the Chair), D J Bastiman, B Miller, R Pickersgill, C Ridley, B F Watson
ALSO IN ATTENDANCE: County Councillor H Swiers, R Kaye, Scarborough Borough Council, SGT M Moorhouse, North Yorkshire Police, P J Afford, Chairman Scalby FC, G Dale, Chairman of Friends of the Allotments, P Staveley, Chairman of the Newby & Scalby In Bloom Group & M McGuinn, Clerk
1/09 APOLOGIES FOR ABSENCE ACCEPTED Councillors S G Foote & P C Snow.
2/09 DECLARATIONS OF INTEREST
2/09.1 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.
2/09 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 took no part in the discussions and left the meeting.
2/09.3 Councillor Watson declared a Personal & Prejudicial Interest in the Planning Applications for Fawcett & Thompson and left the meeting until the matter was resolved.
2/09.4 Councillors Bastiman, Ridley & Watson declared personal interests in the New Model Charter as members of Scarborough Borough Council and took no part in the decision.
PROCEDURAL MATTER
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 report new issues requiring attention.
Meeting suspended at 7.18pm
R Kaye provided feedback from the previously raised issues as follows:
- J Riby and his officers had looked at the street lights issue and advised that the new lights, in his opinion, were adequate and did not cause ‘glare or dark spots’.
- The trees would be scheduled in for pruning by the Parks & Countryside Team and dealt with asap.
- The 3 items raised on pot holes would be attended to asap.
Councillors raised the following issues:
- Potholes in Hillcrest Avenue still not filled in
- Potholes on Field Lane, Scalby between the caravan park and the 30MPH limit towards Cow Wath Beck need attention
- Advise J Riby that despite his assertions the new lights do not give off the same volume of lights as the old ones
- The road surface on Newlands Park Drive, between the shops and Cross Lane is deteriorating rapidly and needs attention
- The new traffic lights at Scalby Road and Green Lane Junction with Throxenby Lane is giving cause for concern for traffic turning right to head towards town, especially between 8.00am and 8.30am. There needs to be sufficient time lapse for traffic to halt on Green Lane so that traffic turning right can filter into Scalby Road before the lights change allowing traffic to move along Scalby Road. In addition there is insufficient markings and space allowed for traffic turning right from Throxenby Lane into Scalby Road so that this does not impede traffic wishing to cross the lights from Throxenby Lane into Green Lane or to turn left into Scalby Road.
- The same traffic lights are causing tailbacks of traffic from the lights right up to the Scalby Village junction in the morning rush hour and needs to be calibrated
- The promised ‘Not Suitable for HGV’s’ signs at Burniston Road Junction with Cross Lane and at the junction with Scalby Road and Green Lane are still outstanding. These were promised some time ago. In addition could J Riby remind YWA that some of their tanker lorries are still using Cross Lane & Green Lane as a short cut.
Mr Kaye was thanked for attending and for his continued involvement with the issues raised by the parish council.
PROCEDURAL MATTER
Councillors agreed to the continued suspension of the meeting to allow SGT M Moorhouse to deal with the police report for Newby.
The clerk had previously circulated the report prior to the meeting and SGT Moorhouse dealt with each section of the report and amplified relevant issues. It was noted that when the youth drop in café closed for two week the level of anti social behaviour increased and SGT Moorhouse confirmed that this was being closely monitored.
Councillors thanked SGT Moorhouse for attending.
Meeting declared in session by the Chairman at 7.43pm
3/09 MINUTES
It was RESOLVED to approve and sign as a correct record the minutes of the Council Meeting held on 10th December 2008.
4/09 MATTERS OF REPORT FROM THE MINUTES None.
5/09 CORRESPONDENCE
5/09.1 A letter dated 18th December 2008 from CPRE regarding the current work of the organisation in this area was RECEIVED.
5/09.2 An email dated 23 December 2008 from YLCA enclosing a copy of the mini essentials publication from the Yorkshire & Humber Assembly was RECEIVED.
5/09.3 A Newsletter from the North Yorkshire District and County Councils was RECEIVED.
5/09.4 An email dated 8 December 2008 from YLCA regarding the NALC Conference to be held in York on 21 February 2009 was RECEIVED and It was RESOLVED that Councillors Foote, Thompson and Watson would attend (the latter two if free) and the clerk was asked to make the arrangements.
5/09.5 A letter dated 13 December 2008 from North Yorkshire Fire & Rescue Authority enclosing a copy of their Summary Accounts for 2007/2008 was RECEIVED.
5/09.6 A copy of the Local Access Forum Annual Report for December 2007 to November 2008 was RECEIVED.
5/09.7 A letter dated 22 December 2008 from NYMNPA regarding the publication of their Business Plan together with a plan summary was RECEIVED.
5/09.8 An email from YLCA dated 22 December 2008 regarding the Rural Affairs Forum was RECEIVED.
5/09.9 An email from YLCA regarding the consultation by NALC regarding the publication of candidates addresses at UK Parliamentary Elections was RECEIVED. It was RESOLVED that the clerk respond that if a candidate is not prepared to give an address then they should not be allowed to stand. Such an address should be a compulsory requirement without which the candidate is automatically excluded from the election.
6/09 REPORTS FROM OUTSIDE BODIES (IMPORTANT ISSUES ONLY)
The following Reports from Council Representatives, where indicated below, were RECEIVED:
6/09.1 CAP Group. – Dealt with under the police reports.
6/09.1.1 The police reports for Newby and Scalby, distributed at the meeting, were both RECEIVED
6/09.2 Safety Council – No report.
6/09.2.1 A copy of the minutes of the meeting held on 12 November 2008 were RECEIVED.
6/09.3 Roads Liaison Committee – No report.
6/09.4 Coastal Area Parish Forum – No report.
6/09.5 North Yorkshire & Cleveland Coastal Forum – No report.
6/09.6 Yorkshire Local Councils’ Association – No report.
6/09.7 Twinning Association – No report.
6/09.7.1 The 20th Anniversary Celebrations in Pornic with regard to the invite from the Mayor of Pornic for representatives of the parish council to attend was considered. It was RESOLVED that this was an important and historic occasion for the Twinning of the two councils and that Councillor Thompson as Chairman of the Parish Council and Councillor Bastiman as the original treaty signatory should attend as the Official Parish Council Representatives and be reimbursed for their travel and subsistence expenses incurred in fulfilling this duty on behalf of the Parish Council.
6/09.8 York & North Yorkshire Playing Fields – No report.
6/09.9 Yorkshire Coast & Moors County Area Committee – No report.
6/09.10 North York Moors National Park Authority – Councillor R I Thompson in his capacity as a member of the Authority to provided feedback on matters of interest.
The clerk was asked to place the matter of the Miners Cottage on Hackness Road on the agenda for the Coastal Parish Forum Agenda.
FINANCE & GENERAL PURPOSES ISSUES
7/09 FINANCIAL MATTERS (Details to be tabled at the meeting).
7/09.1 It was RESOLVED to approve the Schedule of Accounts to be Paid for January 2009, Schedule 10.
7/09.2 It was RESOLVED to receive the Cash Book and Statement of Account for December 2008.
7/09.3 It was RESOLVED to receive the Internal Audit Report for December 2008.
8/09 BUDGET REPORTING
It was RESOLVED to approve the Budget Report to the end of December 2008.
9/09 QUALITY STATUS
9/09.1 A verbal report from the clerk on the progress to date in respect of the proposed web site was RECEIVED and It was NOTED that a basic website would be operational by the end of the month.
9/09.2 The overall aims of quality status to remain on the agenda pending developments.
10/09 NEWSLETTER
10/09.1 A verbal report from the clerk on the second issue was RECEIVED. Councillors were pleased that the strategy for making the newsletters available at the various outlets was working well, especially at Proudfoots Supermarket where in excess of 1,000 had already been distributed. The email facility also worked well with around 50 emails registered for future copies. The new website would also provide yet another means to access this information
10/09.2 An email from a parishioner which echoed the views of several parishioners was RECEIVED
11/09 NEW MODEL CHARTER AND NEW MODEL AGREEMENT
11/09.1 A letter dated 23 December 2008 from SBC and a report from the clerk on the final draft of the Charter, tabled at the meeting were RECEIVED and It was RESOLVED to accept the clerks recommendation and request YLCA to provide advice and guidance before responding to SBC.
11/09.2 New Model Agreement to remain on the agenda pending issue in 2010.
ENVIRONMENTAL ISSUES
12/09 CUMBOOTS QUARRY
An update from the clerk was RECEIVED. Councillors, whilst accepting that the advice from YLCA is necessary, were mindful that this land has no value and is a liability and would not be averse to agreeing to conceding ownership to Mr Hesmonhalgh.
13/09 SCALBY VIADUCT
Issue to remain on the agenda pending developments.
14/09 FLOODING ISSUES
No new flood related issues raised. Councillor Thompson confirmed that the Atkins report would be discussed at the Local Area Parish Forum with the Environment Agency.
SPORTS & RECREATIONAL ISSUES
15/09 REDEVELOPMENT OF PAVILION & CENTENARY CELEBRATIONS
15/09.1 An update from the Cricket & Football Club on the progress to date was RECEIVED.
15/09.2 A letter dated 28 October 2008 from the football club chairman was RECEIVED.
15/09.3 Councillors acknowledged the sterling work that the club was doing with the youth of the area and Mr Afford was thanked and praised for his and his committees efforts in keeping the youth of the area occupied and off the streets and providing a very useful and healthy outlet for their energy.
16/09 ALLOTMENTS – VACANT PLOTS & UPKEEP
16/09.1 A report from the clerk on the vacant plots was RECEIVED.
16/09.2 An email from Came & Co Insurance Brokers regarding the Public Liability Issue was RECEIVED and It was RESOLVED that Councillor Watson be the parish council representative on the Friends Group Committee and that the group be recognised as sub committee of the council. As the parish council already receive copies of the minutes of the group them this meets the criteria for the parish council’s Public Liability Cover to apply to members of the committee
16/09.3 A copy of the minutes of the Friends Group Meeting held on 20 November 2008 were RECEIVED.
16/09.4 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.
16/09.5 The matter of the proposed container is to be brought before the council at a later meeting. Councillors asked that any proposal is put in writing and will be judged on its merits. It was pointed out that anything above 4 feet in height is outside of the Duchy agreement and if accepted would need their agents approval and this could prove to be difficult to achieve.
16/09.6 Councillors thanked Mr Dale and Mr Staveley for all their efforts and congratulated them on the work being done and wished them every success for the future.
GENERAL ISSUES
17/09 CHRISTMAS LIGHTS COMPETITION
An update from the clerk, circulated at the meeting, on the analysis of the judging sheets and the displays in general was RECEIVED and It was RESOLVED to accept the scenario of winners as outlined in the clerks views and he was asked to make the arrangements accordingly.
18/09 PLANNING APPLICATIONS – SCARBOROUGH BOROUGH COUNCIL
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 |
Alteration to shop front including remedial structural works to building Yew Tree Café, High Street, Scalby Mr Simon Gridley 08/2562/FL By delegated authority No objections |
| 2 | Proposal Site Applicant Application No. SBC Decision PC Decision |
Extension of Restaurant/Café at ground floor level Yew Tree Café, High Street, Scalby Mr Simon Gridley 08/2566/FL By delegated authority No objections |
| 3 | Proposal Site Applicant Application No. SBC Decision PC Decision |
Proposed first floor rear extension 45 Coldyhill Lane, Newby Mrs C Fawcett 08/02628/FL By delegated authority No objections |
19/09 OTHER PLANNING ISSUES RELATING TO SBC
19/09.1 A copy of a letter dated 22 December 2008 from Russell Bradley to the Head of Planning Services, SBC on behalf of the residents of East Park Road to SBC in respect of the site at 18 East Park Road, Scalby was RECEIVED.
19/09.2 Copies of emails to SBC and their reply were RECEIVED.
20/09 PLANNING APPLICATIONS – NORTH YORK MOORS NATIONAL PARK
The following planning applications were considered and the decisions taken thereon are as shown below:
| 1 | Proposal Site Applicant Application No. PC Decision |
Proposed two storey extensions Beacon Cottage Farm, Cumboots, Scalby Brian Thompson NYM/2008/0879/FL No objections |
21/09 PLANNING APPLICATIONS – NORTH YORKSHIRE COUNTY COUNCIL None received.
PROCEDURAL MATTER
It was RESOLVED that pursuant to section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960 that, because of the confidential nature of the business to be transacted, the public and the press leave the meeting during consideration of Agenda items 22, 23 & 24.
22/09 PARISH HALL
An update from Councillor Bastiman and the Clerk was RECEIVED and councillors were pleased at the progress made to date. Councillor Bastiman and the Clerk were congratulated on the results to date and for all the hard work undertaken and recognised that a great deal of work was still needed to bring this matter to fruition.
23/09 EMPLOYMENT ISSUES
A report from the clerk outlining the effects of both current and future workloads and the need for adequate staffing was RECEIVED and the recommendations endorsed and the clerk instructed to proceed accordingly.
24/09 VACANCY FOR PARISH COUNCILLOR
An application to become a councillor was considered and It was RESOLVED to Co-opt the parishioner and the clerk was asked to carry out the necessary actions to ensure that co-option procedures were fulfilled.
There being no further business on the agenda the Chairman declared the meeting closed at 9.20pm