MINUTES OF ANNUAL MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Rickinson Hall, St.Laurence’s Church Rooms,
on Wednesday 8th May 2024 at 7pm.
PRESENT: Councillors R Thompson (Chairman), S Foote, R Holliday, B Kendall, J Shepherd, J Smith, plus co-opted councillors Cllr. H Bore, N Murphy and C. Thistleton.
ALSO IN ATTENDANCE: NYUC Cllr. Sharma (left by 9.50pm). 3 prospective co-optees. Approximately 46 members of public (all public had left by 9.50pm). Mrs J Marley (Clerk to Council).
ABSENT: Cllrs. D Bastiman, B Marley, D Pickersgill.
75/24 ELECTION OF CHAIRMAN
RESOLVED Cllr. Thompson be elected as Chairman of the Council for the Year 2024 to 2025.
76/24 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 duly witnessed by the Clerk as the Proper Officer of the Council.
77/24 NON-ATTENDANCE OF COUNCILLORS
77/24.1 Apologies received & noted from Cllrs. D Bastiman, B Marley and D Pickersgill
77/24.2 Resolved the reasons for absence given by Cllrs. Bastiman (NYC commitment), Marley (health) and Pickersgill (prior commitment) be accepted.
78/24 ELECTION OF VICE CHAIRMAN
RESOLVED Councillor Smith be elected as Vice-Chairman of the Council for the year 2024 to 2025.
79/24 REPRESENTATIVES TO OUTSIDE BODIES
The following were AGREED:-
| CAP group | No appointment made |
| NYMNP Coastal Forum | Cllr. Thompson |
| YLCA | Cllr. Smith |
| Allotments (FONSA) | No appointment made |
| Christopher Keld Charity | Cllr. Shepherd (to serve till 31/1/2026 alongside Cllr. Holliday) |
80/24 MEMBERSHIP OF REVIEW & STAFFING COMMITTEE
AGREED membership to be Cllrs. Thompson (ex officio), Smith (ex officio), Holliday, Kendall and Shepherd.
81/24 MEETING DATES Agreed Ordinary meetings of the Town Council be held in the Community Hub (start time 7pm unless otherwise stated) on the following dates:- 11th September 2024, 13th November 2024, 12th February 2025, 14th May 2025.
82/24 DECLARATIONS OF INTEREST: None.
83/24 MINUTES
83/24.1 Having been previously circulated, the minutes of the Extraordinary Meeting of Council held on 20th March 2024 were resolved to be a correct record and authorised for signature by Cllr. Thompson.
83/24.1 Having been previously circulated, the minutes of the Review & Staffing Committee meeting held on 27th March 2024 were resolved to be a correct record and authorised for signature by Cllr. Thompson.
84/24 PUBLIC FORUM (7.33pm-7.49pm, 3 minutes speaking time per person)
Matters which members of the public wished to raise in respect of items on this agenda – the following questions were asked by members of public present:- 1] agenda item 16.2, why was there a difference on the various parts of income and expenditure between 2022/23 and 2323/24; 2] could Council provide evidence as to the lack of hub viability; 3] were the answers to these questions going to be written or oral; 4] why was the meeting of 8th March 2024 adjourned & the public had to leave; 5] feasibility figures for the hub and year end figures for the hub are different, which is correct; 6] who are the external auditors; 7] who is making a record of the questions being asked so they can be responded to
85/24 MATTERS RAISED IN PUBLIC FORUM:
The answers given (by Chairman unless otherwise stated) during the Public Forum itself were 1] no response given; 2] no response as item not on agenda; 3] not possible to give written response if Council did not know who to respond to, if people wrote in with their questions then answers would be provided where possible; 4] no response as item not on agenda; 5] no response as item not on agenda; 6] the dates for the public rights inspection period were on the agenda, Clerk explained details of external auditor and dates for inspection of accounts would be published in due course; 7] the Clerk to Council was making notes.
A written question on item 5] was received during the meeting and a written response was provided at a later date.
86/24 CASUAL VACANCIES
86/24.1 Received three written applications [circulated to councillors only, in accordance with Co-Option Policy] for co-option to the three vacancies in Newby Ward and the one vacancy in Scalby Ward. At the Chairman’s invitation each candidate spoke to the meeting as to why they wished to be co-opted.
86/24.2 Council resolved to excludes the press and public and, since it was easier, councillors went into an adjacent room between 8.01pm and 8.06pm, the Clerk remaining in the meeting room.
86/24.3 On their return to the meeting room, councillors resolved all three candidates be proposed for the vacancies and (in alphabetical order) the co-option of each candidate be voted upon.
86/24.4 Resolved Helen Bore be co-opted to the vacancy in Scalby Ward. Cllr. Bore left the public area and, her Declaration of Acceptance of Office having been completed and witnessed, took her seat at the Council table at 8.11pm.
86/24.5 Resolved Norman Murphy be co-opted to one of the vacancies in Newby Ward. Cllr. Murphy left the public area and, his Declaration of Acceptance of Office having been completed and witnessed, took his seat at the Council table at 8.14pm.
86/24.6 Resolved Chris Thistleton be co-opted to one of the vacancies in Newby Ward. Cllr. Thistleton left the public area and, his Declaration of Acceptance of Office having been completed and witnessed, took his seat at the Council table at 8.17pm.
87/24 EXTERNAL REPORTS
87/24.1 Police – resolved the Scalby reports for March and April incidents [circulated with agenda] be received and noted.
87/24.2 NY Unitary Council – NY Cllr. Sharma explained there could be implications for the Town Council now a Mayor had been elected for York and North Yorkshire.
88/24 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS/ITEMS
88/24.1 Resolved it be noted a Tenancy At Will was now in force for Scalby Toilets and a full lease was awaited.
88/24.2 Resolved it be noted that due to the increase in the minimum wage, the cost of cleaning the toilets in Scalby High Street increased to £57/week from 1/4/24 and further resolved the necessary amendment to the bank standing order be ratified.
88/24.3 QE2 planting/seat area – resolved the seat order be amended to two Winawood 3 seat teak-effect seats from NBB.
88/24.4 Resolved the Clerk’s report [circulated with agenda] with update on a Freedom of Information request and parishioner’s request for Council to review the response be noted. There was a prolonged and robust debate on this matter during which the Clerk was questioned at length by Cllr. Murphy with regard to her handling of the FOI request. The Clerk left the meeting room 8.46-8.48. Resolved the matter be referred to the Review & Staffing Committee which was given full delegated powers to deal with the issue and instruct the Clerk on the action to be taken.
88/24.5 Resolved the following highways matters be referred to NYUC Highways – slow running gully A171 at junction of Scalby Road/Green Lane; potholes Field Lane.
89/24 CORRESPONDENCE
89/24.1 Resolved it be noted formal letters of resignation had been received from Cllr. Barnes (13/3/24) and Cllr. Fennell (3/3/24) and the relevant notices had been posted.
89/24.2 Resolved it be noted an updated Fire Risk Assessment had been received – when the hub main room is laid out for a meeting of full Council (13 councillors plus Clerk), there should be no more than 23 persons in the public area.
89/24.3 Resolved a request from Bloom Friends of Newby & Scalby for £500 financial aid be approved.
89/24.4 Correspondence received after preparation of the agenda which the Chairman of the meeting deems it necessary to consider as a matter of urgency – none.
90/24 FINANCE, REGULATORY & GENERAL MATTERS
90/24.1 Resolved the action of online authorisation/cheque signing by Cllrs. Smith and Thompson in respect of payment of the Schedule of Accounts paid for April 2024, Schedule 1 (£19,931-38) be ratified. Further resolved the Schedule of Accounts payable for May 2024, Schedule 2 (£12,793-32) be authorised for payment.
90/24.2 Resolved the 2023/24 accounts [circulated with agenda] be noted and the Chairman be authorised to sign.
90/24.3 Resolved a report [circulated with agenda] on the review of the effectiveness of internal controls be noted and the recommendations therein approved.
90/24.4 Resolved a report [circulated with agenda] on the updated risk assessment be noted and the recommendations therein approved.
90/24.5 2023/24 Annual Return [circulated with agenda] – 1] Resolved the Internal Auditor’s unqualified report be noted; 2] resolved 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 1/7/24 to 9/8/24 inclusive.
90/24.6 Appointment of Internal Auditor for 2024/25 – resolved to re-appoint Mr R. Carey.
90/24.7 Resolved a report [circulated with agenda] on Council’s banking arrangements be noted and the recommendations therein approved. Further resolved to cancel VAT registration with effect from 1/6/24.
90/24.8 Resolved a report [circulated with agenda] from the Review & Staffing Committee on meetings and the public be received. Resolved the interim action taken be noted. Further resolved written questions as opposed to a public forum was acceptable in principle, matter to referred back to R&S Committee for it to produce a full policy/procedure and report for consideration by Council at a future meeting.
91/24 PLANNING APPLICATIONS & APPEALS NOTIFIED
Resolved comments on the following applications be submitted to the planning authority:-
- ZF24/00222/LB Install new roof vents, internal membrane, eaves protector, re-roof and new flashings, 29 and 31 High Street, Scalby – no action as comment submission date has passed.
- ZF24/00495/FL Widen existing vehicular access, 445B Scalby Road, Scalby – no action as Council is applicant.
- ZF24/00330/HS Erect single storey side and rear extension, 64 Newlands Park Grove, Newby – no objections.
- ZF24/00380/HS Erect two storey side extension and raise existing roof ridge line, 34 Hillcrest Avenue, Newby – no objections.
- ZF24/00453/HS Erect two storey side extension, 5 Greylands Park Drive, Newby – no objections.
92/24 PLANNING DECISIONS – Resolved the following be noted:-
- ZF23/00821/HS Erect single storey extension, summerhouse, raised patio & decking to rear at 56 Hackness Road. Granted with conditions.
- ZF23/01970/FL Construct 1no. 4 bed dwelling with detached double garage (amended design to approved 19/02219/FL) on land to the rear of 309 Scalby Road. . Granted with conditions.
- ZF24/00155/HS Erect single storey rear extension at 70 North Street, Scalby. Granted with conditions.
93/24 PLANNING MATTERS RECEIVED AFTER 1/5/24
Resolved comments on the following application received [previously notified to councillors] were agreed:-
- ZF24/00562/HS Erect single storey rear extension, East Barn, Queen Elizabeth Drive, Scalby – no objections.
94/24 REPORTS FROM OUTSIDE BODIES & EVENTS ATTENDED – none to receive.
95/24 EXCLUSION OF PRESS AND PUBLIC
Not necessary as no confidential business.
96/24 CONFIDENTIAL BUSINESS
No confidential business to consider.
There being no further business to be transacted, the Chairman declared the meeting closed at 9.51pm.
Cllr. Richard Thompson, Chairman
5th June 2024