MINUTES OF ANNUAL MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 10th May 2023 at 7pm.
PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, S Foote, R Holliday, B Marley, J Smith, R Thompson, D Wiles.
ALSO IN ATTENDANCE: PC636 Flinton (left 7.18pm), H King (Hub & Community Support Services), Mrs J Marley (Clerk to Council)
ABSENT: Cllrs. D Bastiman, J Fennell, D Sutton, NYC Cllr. Sharma.
70/23 ELECTION OF CHAIRMAN
Proposed Cllr. Towse seconded Cllr. Thompson and RESOLVED Cllr. Towse be elected as Chairman of the Council for the Year 2023 to 2024.
71/23 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.
72/23 APOLOGIES FOR ABSENCE Received and accepted from Cllr. Bastiman (NYC commitment), Cllr. Sutton (personal commitment), NYC Cllr. Sharma (personal commitment).
73/23 ELECTION OF VICE CHAIRMAN
Proposed Cllr. Foote seconded Cllr. Towse and RESOLVED Councillor Thompson be elected as Vice-Chairman of the Council for the year 2023 to 2024.
74/23 REPRESENTATIVES TO OUTSIDE BODIES
The following were AGREED:-
| CAP group | Cllrs. Sutton & Wiles |
| NYMNP Coastal Forum | Cllr. Thompson |
| N. Yorks. & Cleveland Forum | No longer in existence |
| YLCA | Cllr. Towse |
| Twinning Committee | Cllrs. Thompson & Sutton |
| Allotments (FONSA) | No appointment made |
| Christopher Keld Charity | Cllr. Towse (to serve till 31/1/2016 alongside Cllr. Holliday) |
75/23 MEMBERSHIP OF REVIEW & STAFFING COMMITTEE
AGREED membership to be Cllrs. Towse, Thompson, Bastiman, Holliday and Smith.
76/23 MEETINGS DATES Agreed ordinary meetings of the Town Council be held in the Community Hub (start time 7pm unless otherwise stated) on the following dates:- 7th June 2023, 12th July 2023, 13th September 2023, 11th October 2023, 8th November 2023, 13th December 2023, 10th January 2023, 14th February 2024, 13th March 2024, 10th April 2024, 8th May 2024.
77/23 DECLARATIONS OF INTEREST: None.
78/23 MINUTES
Having been previously circulated, the minutes of the Council Meeting held on 12th April 2023 were approved as a correct record and authorised for signature by Cllr. Towse.
79/23 PUBLIC OPEN FORUM None present.
80/23 MATTERS RAISED IN PUBLIC OPEN FORUM None.
81/23 VACANCY UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS
Noted no applications for co-option to the existing Ordinary Vacancy had been received.
82/23 EXTERNAL REPORTS
82/23.1 Police:- The Scalby report for April was received & noted as was the additional information given by PC636 Flinton on items contained within the Newby report for April (which was tabled at meeting). Speed checks will continue to take place in the Moor Lane and Hackness Road areas.
At this point (7.18pm) PC636 Flinton left the meeting.
82/23.2 North Yorkshire Unitary Council:- No report to receive.
83/23 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
83/23.1 Received & noted written report by Helen King (tabled at meeting) plus additional information.
83/23.2 Update by Chairman and Clerk on matters dealt with under delegated powers:– 1] a longstanding small water leak in 445 Scalby Road had resulted in substantial damage to a ground floor ceiling (a new ceiling, replastering, redecoration and a new carpet would be needed) and an insurance claim had been submitted; 2] non-functioning highway gullies on Scalby Road reported in March had still not been done though Highways said they would now be done in accordance with the 23-24 gully cleaning programme. Council instructed the Clerk to bring this to Unitary Councillor Bastiman’s attention as they were not satisfied with the response.
83/23.3 Update on local government re-organisation – none to receive.
83/23.4 Update on Scalby Toilets -Cllr. Smith reported she believed the water supply had now been registered. Cllr. Towse suggested and it was agreed that the Clerk make the initial approaches to North Yorkshire Unitary Council is respect of a Community Asset Transfer of the toilets.
83/23.5 Ownership of the land on Duchy Estate where seat installation was being requested [Minute 61/23.2 refers] – received update from Clerk – while SBC had confirmed they were not the owners they had confirmed they had been maintaining the land and play area. This had now passed to North Yorkshire Unitary & a contact name was given re. seating. Clerk to pass details to parishioner who had made the initial query.
83/23.6 Suspected breach of planning at a property on Elderflower Road [Minute 61/23.6 refers] – – received update from Clerk – a planning investigation case number had been received.
83/23.7 2023 Twinning and Civic Reception [Minute 62/23.3.1 refers] – Chairman reported a letter had been sent to Kaet Newton on 20th April 2023.
83/23.8 To receive update from Clerk on casual vacancy caused by resignation of Cllr. Langmead [Minute 62/23.3.2 refers] – Clerk reported an election had not been requested and the Council could therefore co-opt to the vacancy. Agreed Clerk to post necessary notice.
83/23.9 Reports from Councillors of any highway & footpath or general matters requiring attention – 1] Cllr. Thompson asked why some roads were surface dressed when there were other roads in a far worse condition; 2] Cllr. Foote reported the seat at the top of Red Scar Lane may be missing.
84/23 CORRESPONDENCE
84/23.1 2023 Parish Assembly Minutes [circulated with agenda] – confirmed as accurate.
84/23.2 Letter from NYC confirming the land between The Poplars and Ashcroft on Scalby Road had been referred to Planning for investigation (ref. 23/00093/COM).
84/23.2 Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency:– none.
85/23 FINANCE, REGULATORY & GENERAL MATTERS
85/23.1 Resolved the Schedule of Accounts Payable for May 2023 (Sch 2, £5,678.28) be approved. Cllrs. Thompson and Towse to do the online authorisations within 24 hours.
85/23.2 2022/23 accounts [circulated with agenda] – received & Chairman authorised to sign.
85/23.3 Internal Auditor’s report [circulated with agenda] – received & noted. Agreed the recommendation regarding the part payment of wages by Standing Order be accepted and the RFO to make the necessary arrangements.
85/23.4 2022/23 Annual Return [circulated with agenda] – 1] Internal Auditor’s unqualified report received & noted; 2] Annual Governance Statement (Section 1) reviewed & approved and Chairman authorised to sign; 3] Accounting Statements (Section 2) approved & Chairman authorised to sign.
85/23.5 Appointment of Internal Auditor for 2023/24 – agreed Mr R. Carey be re-appointed.
85/23.6 Dignity at Work Policy [circulated with agenda] the changes needed following adoption of the Civility & Respect Pledge were noted and it was agreed they be adopted with immediate effect.
86/23 PLANNING APPLICATIONS & APPEALS NOTIFIED
Comments on the following application received [circulated with agenda] were agreed:-
- 23/00484/HS Erect single storey rear extension at 26 Mayfield Avenue, Newby. No objections.
87/23 PLANNING DECISIONS – The following were noted:-
- NYM/2023/0042 Excavation works to create earth bank slurry store at Cumboots Dairy Farm, Limestone Road, Burniston – granted.
- NYM/2023/0075 Certificate of Lawfulness for use of land as leisure plot and use of the three buildings on site for bird watching and storage purposes (no overnight sleeping) in excess of ten years at Moss lea, land west of Lowmoor Farm, Barmoor Lane, Scalby – granted.
- NYM/2023/0114 Vary condition 2 of NYM/2015/0197/FL to allow construction of detached garage in revised location and alter position of door and window at Ryefield, Hackness Road, Scalby – granted.
88/23 PLANNING MATTERS RECEIVED AFTER 2/5/23
Comments on the following applications received [previously notified to councillors] were agreed:-
- 23/00595/HS Erect two storey side extension, 25 Rockingham Drive, Newby. No objections.
- 23/00206/HS Erect extension to rear, 2 Castle View, Scalby. No objections.
- ZF23/00603/HS Demolish garage, erect single storey side extension, 7 Harewood Avenue, Newby. No objections.
89/23 REPORTS FROM OUTSIDE BODIES
89/23.1 Cllr. Thompson reported on the NYMNP Coastal Forum held at Loftus on 3rd May 2023. There had been presentations on 1] moorland management and heather burning, 2] the Moor2Restore project and its implications for carbon capture, 3] the re-structured Ranger service.
90/23 EXCLUSION OF PRESS AND PUBLIC Not required as no confidential items to consider.
91/23 CONFIDENTIAL ITEMS None to consider.
There being no further business, the Chairman declared the meeting closed at 7.56pm.
Cllr. Reg Towse, Chairman
Dated: 7th June 2023