MINUTES OF ANNUAL MEETING OF NEWBY & SCALBY TOWN COUNCIL
held in the Community Hub, 445b Scalby Road,
on Wednesday 21st May 2025 at 7pm.
PRESENT: Councillors R Thompson (Outgoing Chairman), H Bore, J Buckley, S Foote, R Holliday, G Kendall (left 8.58pm), B Marley (left 8.29pm), N Murphy, J Shepherd, J Smith (Incoming Chairman), C Thistleton (left approx.. 8.31pm), R Towse.
ALSO IN ATTENDANCE: 26 members of public in the room, unknown number outside in courtyard (public left at various times), PC 566 Patrick (in courtyard for some of time, left 9.10pm), Mrs J Marley (Clerk to Council).
Narrative:- The start of the meeting was delayed as the number of public present exceeded the number of chairs available. Ultimately those who were unable to be seated listened to the meeting from the courtyard. In response to emails sent to all councillors by Cllrs. Buckley and Towse in respect of the recent Employment Tribunal decision, Cllr. Thompson read a prepared statement explaining it would be inappropriate for Council to comment or discuss the matter while the written judgement was not to hand and instructions were not to hand from Council’s legal advisers.
The meeting was called to order at 7.13pm.
ABSENT: Cllr. D Bastiman.
47/25 ELECTION OF CHAIRMAN
Two valid nominations were made and a vote by show of hands was taken. Cllr. Smith (8 votes in favour), Cllr. Towse (3 votes in favour), (1 abstention/declined to vote). RESOLVED Cllr. Smith be elected as Chairman of the Council for the Year 2025 to 2026.
48/25 CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
In accordance with Section 83(a) of the 1972 Local Government Act the elected Chairman signed her Declaration of Acceptance of Office which was duly witnessed by the Clerk as the Proper Officer of the Council.
At 7.37pm Cllr. Smith took over as Chairman of the meeting.
49/25 NON-ATTENDANCE OF COUNCILLORS
49/25.1 Apologies received & noted from Cllr. D Bastiman.
49/25.2 Acceptance of reasons for absence – 9 in favour, 2 against, 1 abstained/declined to vote. Resolved the reason for absence given by Cllrs. Bastiman (called at short notice to chair a meeting of the LGA Coastal SIG at Whitby) be accepted.
50/25 ELECTION OF VICE CHAIRMAN
Two valid nominations were made and a vote by show of hands was taken. Cllr. Bore (9 votes in favour) Cllr. Buckley (3 votes in favour). RESOLVED Councillor Bore be elected as Vice-Chairman of the Council for the year 2025 to 2026.
51/25 REPRESENTATIVES TO OUTSIDE BODIES
After various councillors were validly nominated, it was resolved the following be appointed:-
| NYMNP Coastal Forum | Cllr. Thompson |
| YLCA | Cllr. Smith |
| Christopher Keld Charity | Cllr. Murphy (to serve till 31/1/2026 alongside Cllr. Holliday) |
52/25 MEMBERSHIP OF REVIEW & STAFFING COMMITTEE
Five valid nominations were made, votes in favour Kendall 8, Murphy 5, Shepherd 7, Thompson 8, Towse 3. Resolved membership to be Cllrs. Smith (ex officio), Bore (ex officio), Kendall, Shepherd and Thompson.
53/25 PLANNING COMMITTEE
53/25.1 Resolved a planning committee be set up.
53/25.2 Resolved the committee to comprise of five members including Chairman and Vice Chairman ex officio. Further resolved Terms of Reference be accepted with the addition to the Areas of Responsibility of “To make representations and respond to consultations in respect of the new Local Plan”.
53/25.3 Three valid nominations were made Cllrs. Holliday, Marley, Thompson. Resolved membership to be Cllrs. Smith (ex officio), Bore (ex officio), Holliday, Marley and Thompson.
54/25 MEETING DATES A draft had been circulated with the agenda. A recorded vote was requested – For Cllrs. Bore, Foote, Holliday, Kendall, Marley, Smith, Thistleton, Thompson, Against Cllrs. Buckley, Murphy, Shepherd, Towse. Resolved Ordinary meetings of the Town Council be held in the Community Hub on the following dates:- 10th September 2025, 12th November 2025, 11th February 2026, 13th May 2026.
Cllr. Marley left the meeting at this point.
55/25 DECLARATIONS OF INTEREST: Received from Cllr. Buckley (other interest, agenda items 13.4 and 13.5); Cllr. Murphy (nature of interest not stated although details “Scarborough Town Council, item 9” entered in the disclosable pecuniary interest box); Cllr. Towse (other interest, agenda items 13.4 and 13.5).
Cllr. Thistleton left the meeting during discussion on the declarations of interest as he had to go to work.
56/25 MINUTES
56/25.1 The second sentence on Minute 38/25.2 referred to the wrong meeting and it was resolved that sentence be amended to read “Resolved Cllr. Bore to attend the NYC planning meeting where the Europa application was for consideration and decision in order to present this Council’s views.” A motion by Cllr. Buckley to insert words to the beginning of Minute 41/25.2 was not carried. It was resolved that Minute 41/25.2 be amended by the addition of Cllr. Buckley’s name to the list of those who voted against. Having been previously circulated, the amended minutes of the Extraordinary Meeting of Council held on 8th May 2025 were resolved to be a correct record and authorised for signature by Cllr. Smith.
57/25 PUBLIC FORUM
Matters which members of the public wished to raise in respect of items on this agenda – the following question was asked by member of public present:- agenda item 8, why couldn’t the council meet twelve times a year as some other councils did. A question was also asked about an item not on the agenda (the employment tribunal).
58/25 MATTERS RAISED IN PUBLIC FORUM
No response was given to the question about frequency of meetings as the matter had already been debated and resolved. In respect of the question about the item not on the agenda, it was explained that this had been covered in the statement read by Cllr. Thompson prior to the start of the meeting and no discussion would take place on that item.
Cllr. Kendall left the meeting during the Europa planning item as she had to go to work. PC566 Patrick came into the room during the next item.
59/25 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
59/25.1 Planning application NY/2025/0030/ENV [Minute 34/25.1 refers] – A response (circulated with agenda) from Europa to Council’s submitted objections had been received. Resolved Cllr. Bore to submit a response to the planning authority.
59/25.2 VAS signs [Minute 39/25.3 refers] – Clerk reported TWM Traffic was being wound up and they were trying to find a firm to carry out warranty repairs. NYC was aware since they had a lot of signs from this company. Resolved The Clerk’s report be received & noted and the situation to be monitored.
60/25 POLICE
With Council’s agreement, PC566 Patrick gave a short report to the meeting which included details of a reduction in crime overall and details of the Crimestoppers initiative as it related to cycles and motorbikes/scooters. Council thanked him for being so patient and for his report.
PC 566 Patrick left the meeting at this point.
61/25 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS (continued)
61/25.1 Attendance at YLCA meetings [Minute 40/25.3 refers] –Clerk reported on response from YLCA that any councillor could attend YLCA branch meetings but only a Council’s elected representative could vote – resolved this be received.
61/25.2 Late correspondence – resolved the decisions made at minute number 40/25.4 of the meeting held on 8th May 2025 be ratified. [In accordance with their Declarations of Interest Cllrs. Buckley and Towse did not vote on this matter but remained in the room].
61/25.3 Letter before Action [Minute 40/25.4 refers] – resolved it be noted Council’s solicitors had today sent a letter of response. [Cllr. Buckley had wished to read out a personal statement in respect of this item but chose not to do so after the Chairman had reminded him of the Council’s Code of Conduct and his Declaration of interest. In accordance with their Declarations of Interest Cllrs. Buckley and Towse did not vote on this matter but remained in the room].
61/25.4 Highway & footpath matters – resolved Cllr. Bore’s request as to when Stony Lane would be surfaced be passed to Highways.
62/25 CORRESPONDENCE
62/25.1 Correspondence received after preparation of the agenda which the Chairman of the meeting deems it necessary to consider as a matter of urgency – none.
63/25 FINANCE, REGULATORY & GENERAL MATTERS
63/25.1 Resolved the Schedule of Accounts payable for May 2025, Schedule 2a (£9,503-94) be authorised for payment and the online authorisations be done by Cllrs. Smith and Thompson.
63/25.2 2024/25 Annual Return [emailed to councillors 13/5/25] – 1] Resolved the Internal Auditor’s unqualified report be noted; 2] Cllr. Buckley’s proposal that the ticks in the “yes” column for Assertions 1-8 inclusive were moved to the “no” column was not carried [Recorded vote: for Cllr. Buckley, Murphy, Towse; against Cllrs. Bore, Holliday, Smith, Thompson; declined to vote/abstain Cllrs. Foote, Shepherd]. All issues having been considered, resolved no adjustments required and the Annual Governance Statement (Section 1) be approved & signed by the Chairman; 3] resolved the Accounting Statements (Section 2) be approved & signed by the Chairman; 4] notice of public rights & publication of unaudited AGAR – resolved the inspection period be 1/7/25 to 11/8/25 inclusive.
64/25 PLANNING APPLICATIONS & APPEALS NOTIFIED – none.
65/25 PLANNING DECISIONS – Resolved the following be noted:-
- ZF24/01210/FL Replacement uPVC windows and roller shutter to middle window. New plant machinery, step-over ladder and timber fence to flat roof at rear. External LED lighting. Replacement concrete stairs and handrail up to flats. Ground floor link extension and bricking up of 2no. doorways, The Co-Op, 42-26 Newlands Park Drive, Newby – granted with conditions.
- ZF24/01607/HS Erect porch to front, 1 St. Mark’s Close – granted with conditions.
- ZF24/01809/HS Erect single storey extensions to front and rear, Parish Hall Cottage, Scalby Road, Scalby – granted with conditions.
- ZF25/00029/HS Retrospective application for new boundary wall to front elevation, 5 East Park Road, Scalby – granted with conditions.
- ZF25/00039/HS Erect single storey side extension, 1 Red Scar Lane, Newby – granted with conditions.
- ZF25/00217/HS Rear dormer with juliet balcony, side dormer (gable) and 2no. skylights on front elevation roof, 18 Coldyhill Lane, Newby – refused.
- ZF25/00280/HS Single storey rear extension, 8 Lancaster Close, Scalby – granted with conditions.
66/25 PLANNING MATTERS RECEIVED AFTER 15/5/25 – none.
Resolved comments on the following application received [previously notified to councillors] were agreed:-
There being no further business to be transacted, the Chairman declared the meeting closed at 9.39pm.
Cllr. Jackie Smith, Chairman
Dated: 12th January 2026