MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 10th January 2024 at 7pm.
PRESENT: Councillors R Thompson (Chairman), D Bastiman, J Fennell, S Foote, B Marley (from 7.30pm), J Smith.
ALSO IN ATTENDANCE: NYC Cllr. Sharma (7pm – 7.51pm), 20 members of public (left at various times), Mrs J Marley (Clerk to Council).
ABSENT: Cllrs. S Barnes, R Holliday.
1/24 NON-ATTENDANCE OF COUNCILLORS
1/24.1 Apologies received from Cllr. Holliday.
1/24.2 Reasons for absence accepted from Cllr. Holliday (personal commitment).
2/24 DECLARATIONS OF INTEREST: Received from 1] Cllr. Bastiman (agenda items 11-13 inclusive) as Executive Member covering planning at North Yorkshire Council; 2] Cllr. Smith, agenda item 8.1 as she was a trustee of Scalby Toilet Trust, 3] Cllr. Marley, agenda item 11.4 as he was a member of the North York Moors National Park Authority.
3/24 MINUTES
Having been previously circulated, the minutes of the Extraordinary Meeting of Council held on 20th December 2023 were approved as a correct record and authorised for signature by Cllr. Thompson.
4/24 PUBLIC OPEN FORUM (7.07-7.22pm) There were some very strong opinions expressed and heated exchanges – all in respect of what was happening in the future with events at the hub and the groups run by the Town Council’s Head of Community Support. The main theme was that clarity on the hub and its future was needed so the public was aware of planned events. The lack of a Christmas tree and lights at the shops on Newlands was also raised with a request for some to be provided for Christmas 2024.
5/24 MATTERS RAISED IN PUBLIC OPEN FORUM Cllr. Thompson summed up Council’s actions:- 1] as had been explained at the meeting on 20th December 2023 a lot of the issues being referred to during the Public Open Forum were confidential since they related to staffing matters and as such could not be discussed; 2] the Hub would continue to be available for hire while the Head of Community Support was unavailable; 3] following Cllr. Barnes’ statement of resignation and departure part-way through the meeting of 20/12/23, a letter of resignation had not been received and therefore Cllr. Barnes remained a councillor; 4] the provision of Christmas tree and lights at Newlands would be considered at a future meeting.
6/24 VACANCIES
6/24.1 To receive any applications for co-option to the Ordinary Vacancy (Newby Ward) created at the election by reason of insufficient nominations & agree action as appropriate – none.
6/24.2 A member of public present had submitted a written expression of interest in being co-opted to the Casual Vacancy in Scalby Ward. Proposed Cllr. Smith, seconded Cllr. Bastiman and resolved Bob Marley be co-opted to the vacancy and his Declaration of Acceptance of Office completed and accepted
7.30pm – at this point Cllr. Marley took his place at the council table.
7/24 EXTERNAL REPORTS
7/24.1 Police – the Scalby report for December incidents [circulated with agenda] was received and noted.
7/24.2 NY Unitary Council – NY Cllr. Sharma reported 1] work on setting the budget was almost complete; 2] he encouraged people to join the Town Council.
7.40pm – at this point 11 members of public left the meeting.
8/24 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS
8/24.1 Scalby Toilets [Minute 189/23.3 refers]– noted report from Clerk that some legal technicalities had been encountered and it was hoped to have these sorted within the next seven days.
8/24.2 Matters dealt with under delegated powers – 1] a problem with parking on the highway verge on Lady Edith’s Park/Sandhurst Gardens had been referred to Highways for action.
8/24.3 The following reports of any highway matters were received from councillors:- 1] Cllr. Bastiman – blocked gully Stony Lane corner causing flooding over pavement and sea cut weir coping stone off and damage to the spillway under the gas pipe; 2] Cllr. Fennell – large pothole on Hackness Gardens). Items to be referred to Highways or Environment Agency as applicable.
9/24 CORRESPONDENCE
9/24.1 Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency – an email dated 7/1/24 from D Wiles resigning as a Town Councillor was received. Clerk to inform NYC, post the relevant notices and remove Cllr. Wiles from the bank mandate.
7.51pm – at this point Cllr. Sharma and the remaining members of public left the meeting.
10/24 FINANCE, REGULATORY & GENERAL MATTERS
10/24.1 Agreed the Schedule of Accounts Payable for January 2024 (Sch 10, £3,666-28) [tabled at meeting] be approved along with an additional late invoice from Castle Employment in the sum of £609-00. Cllrs. Smith and Thompson to do the online authorisations within 24 hours, cheque signed by Cllrs. Bastiman and Smith.
10/24.2 2024/25 Precept – received RFO’s report [circulated with agenda] & resolved Council set a precept of £137,513 for the financial year 2024/25 with the small shortfall being funded from Council’s general reserves.
10/24.3 Agreed to 1] extend the suspension of Financial Regulation 3.5 to 9/1/25 and 2] for the same period to extend the variation of 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”. (The extensions are to facilitate smooth running of Council’s finances such as paying bills in the event of a meeting not being held. The original suspensions are at Minute 111/21.5).
11/24 PLANNING APPLICATIONS & APPEALS NOTIFIED
11/24.1 Comments were agreed on the following applications:-
- ZF23/01945/HS Erect single and two storey extension to rear, erect detached garage and alteration to stables, 53 Coldyhill Lane, Newby. No objections.
- ZF23/01954/FL Demolish existing building, erect 2no. bungalows and 1no. house, 143-245 Burniston Road, Newby. No objections.
- ZF23/01992/HS Erect single storey side and rear extensions to form garage, utility and home office, 5 West Avenue, Scalby. No objections.
- NYM/2023/0856 Erect covered manure storage building, Beacon Farm, Beacon Brow Road, Scalby. No objections.
- Noted an appeal has been submitted against the refusal of ZF23/01568/AD Erect agricultural storage unit, Ian’s Field Farm, Burniston Road, Scalby
12/24 PLANNING DECISIONS – The following wase noted:-
- ZF23/01140/HS Erect two storey side extension with single storey element to rear, 32 Newlands Park Crescent, Newby. Granted with conditions.
13/24 PLANNING MATTERS RECEIVED AFTER 13/12/23
- ZF23/01970/FL Construct 1no. 4 bed dwelling with detached double garage (amended design to approved application 19/02219/FL), 309 Scalby Road, Newby. No objections.
14/24 REPORTS FROM OUTSIDE BODIES – none to receive.
15/24 EXCLUSION OF PRESS AND PUBLIC
It was 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 personnel/staffing, financial or legal matters.
16/24 CONFIDENTIAL BUSINESS
16/24.1 445 Scalby Road – noted the property would be coming vacant. Agreed the Clerk be delegated to speak with the letting agents with regards to the re-letting of the property.
16/24.2 Received & noted a confidential report from the Review and Staffing Committee. 1] Succession planning for Proper Officer’s post – with Committee‘s agreement the Proper Officer had been asked to withdraw their resignation (in order to facilitate the smooth running of Council business during the period of recruiting/training a replacement). The Proper Officer confirmed to the meeting that the resignation was withdrawn with immediate effect. 2] the Committee’s recommendations in respect of Staff Management were all agreed
There being no further business, the Chairman declared the meeting closed at 8.39pm.
Cllr. Richard Thompson, Chairman
Dated: 14th February 2024