Minutes of Council Meeting of 11th January 2023

MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 11th January 2023 at 7pm.

 

PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, DJ Bastiman (left 8.01pm), R Holliday, D Langmead, B Marley, J Smith, D Sutton, R Thompson, D Wiles (from 8.09pm)

ALSO IN ATTENDANCE: County & Borough Cllr. Sharma (left 8.01pm), 1 member of public (arrived 7.52pm, took place at council table 8.09pm), Mrs J Marley (Clerk to Council).

 ABSENT:       Cllrs. J Fennell and S Foote; H King

 

1/23                 APOLOGIES FOR ABSENCE  Cllrs. J Fennell (prior commitment) and S Foote (health), H. King (health).

2/23                 DECLARATIONS OF INTEREST:  Cllr. Marley declared an interest in an item of late received correspondence relating to the NYMNP – see Minute 12/23.3.

3/23                 MINUTES

3/23.1              Having been previously circulated, the minutes of the Ordinary Council meeting held on 9th November 2022 were approved as a correct record and authorised for signature by Cllr. Towse.

4/23                 BUSINESS REMAINING FROM DECEMBER MEETING

5/23.1  CORRESPONDENCE

5/23.1.1           Invitation from North Yorkshire Council [emailed to councillors 18/11/22] to submit expression of interest for piloting double devolution – received & agreed no submission to be made.

5/23.1.2           Letter of 22/11/22 from parishioner requesting dropped kerb Lawrence Close received. Initial suggestion from NYCC Highways as to possible solution noted. Chairman reported he tried to contact parishioner without success – agreed Clerk to write to parishioner.

6/23.2  FINANCE, REGULATORY & GENERAL MATTERS

(Tabled at the meeting unless otherwise indicated)

6/23.2.1           Resolved payment of the Schedule of Accounts Payable for December 2022 (Sch 9, £15,811.28) in accordance with Financial Regulation 19.2 as amended [Minute 111/21.5 refers] be confirmed & noted Cllrs. Thompson and Towse had done the online authorisations on 14/12/22.

6/23.2.2           Rural verge cutting 2023/24 – noted although two contractors had been invited to submit prices only the existing contractor had done so. Agreed Mr Flinton’s price of £300+VAT per cut be accepted.

6/23.2.3           Model Agreement 2023/24 – agreed to accept the offered £5,324-05 plus admin.

6/23.2.4           2023/24 budget – received draft [circulated with both December and January agenda], agreed no changes needed and formally approved.

6/23.2.5           2023/24 precept – received RFO’s report [circulated with both December and January agenda] recommending the precept be increased to £113,078 to address the loss of £6,000 Model Agreement funding in 24/25 was noted and resolved the 2023/24 precept be set at £113,078.

6/23.2.6           Received quote of £1,860-06+VAT from Greenbarnes for new noticeboard to front of office and agreed Clerk to submit order.

6/23.2.7           Grants – County Cllr. Bastiman and Borough Cllr., Sharma had offered £1,000 and £850 respectively towards the cost of a new sign/noticeboard – Council accepted their offers with thanks.

6/23.2.8           To receive and note Internal Auditor’s report [circulated with December and January agenda] for April-September accounts received & noted.

6/23.2.9           Christopher Keld Charity – having confirmed their willingness, it was agreed Cllrs. Holliday and Langmead be re-elected as Town Council representatives and Mrs Judith Stevens be confirmed as the parishioner representative; all to serve until 31/1/2026.

6/23.2.10         Lone Working, Safeguarding Adults and Dignity at Work Policies [drafts circulated with December and January agendas] were received. The Lone Working and Safeguarding Adults policies were adopted with immediate effect. There was a query on the wording in the Dignity at Work Policy so this was deferred to the February meeting to allow the necessary checks to be made. Cllr. Smith raised a couple of queries relating to the content of other documents within the resources section of the Civility and Respect Project and her offer to email these queries to the Clerk was accepted.

6/23.2.11         Civility & Respect Project including the Pledge [emailed to councillors 15/11/22 and in the January agenda] – agreed defer to February meeting.

PROCEDURAL MATTER No suspension of standing Orders as no public present.

7/23                 PUBLIC OPEN FORUM No matters raised.

8/23                 MATTERS RAISED IN PUBLIC OPEN FORUM None.

9/23                 VACANCIES UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS

Agreed defer to after agenda item 15.

10/23               EXTERNAL REPORTS

10/23.1            Police:- :- The Scalby report for November 22 incidents [circulated with agenda], Scalby report for December 22 incidents [tabled at meeting] and Newby report for October-December 22 incidents [tabled at meeting] were all received & noted.

10/23.2            County Council:-  County Cllr. Sharma reported NYCC executive member for highways and transportation, Cllr Keane Duncan, had recently visited the area to see some of the problems being experienced.

County Cllr. Bastiman reported 1] the review of local government boundaries would see all of the Charles Williams Apartment building moved into Newby Ward; 2] the new licensing committee would comprise 25 members of which 15 would be trained specifically to deal with alcohol premises licensing; 3]  he had successfully got the number of councillors proposed for the Scarborough unparished area raised from 10 to 15 (so 3 councillors are elected for each of the five parish wards rather than the 2 proposed) and this was now contained within the Stage 2 public consultation process for the Community Governance Review.

10/23.3            Borough Council:-  Borough Cllr. Sharma said very little was happening. A parishioner had referred to him a problem with parking on the Coldyhill Lane/Hirstead Road junction – Highways had said double yellow lines were not guaranteed to work so could not be done from their budgets but they would consider doing them if other funding could be found.

11/23               UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS

11/23.1            A written report from H King on Community and Wellbeing Hub covering November and December [tabled at the meeting] was received & noted.

11/23.2            Update from Chairman and/or Clerk on any matters dealt with under delegated powers and on Neighbourhood Plan Working Group – Cllr. Towse reported the NHP policy document was being reviewed by a SBC Planning officer.

11/23.3            Update on local government re-organisation – Cllr. Bastiman reported everything was going to plan and both councillors and staff were getting increasingly busy in the lead up to devolution day on 1/4/23.

11/23.4            Update on Scalby Toilets – Cllr. Smith reported 1] the toilet path had been jet-washed, 2] a WhatsApp group had been set up and 3] a delay in the receipt of some of the promised funding.

11/23.5            Reports from Councillors of any highway & footpath or general matters requiring attention – reports regarding 1] the potholes and poor surface on Station Road (especially from Cow Wath Bridge to the junction with Burniston Road), 2] vehicles straight-lining High Mill roundabout, 3] poor gritting of A171 following snow shower, 4] parking junction Coldyhill Lane/Hirstead Road.

12/23               CORRESPONDENCE

12/23.1            Received & noted email [circulated with agenda] from County Cllr. Bastiman with suggestion for commemorative to the late Queen Elizabeth II – agreed  defer to February agenda to agree land to be used and planting etc.

12/23.2            Request from parishioner for a grit bin at the junction of Southlands Grove and The Parkway received. Council noted the location did not meet NYCC criteria for provision so any bin would have to be provided by N&STC.  Agreed  no bin to be provided (the slope was only slight and the Town Council already provided a bin at the other end of The Parkway).

12/23.3            Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency:–  1] received & noted letter from parishioner about the decision on planning application NYM/2022/0461 – agreed the Town Council was unable to assist with in this matter, parishioner needed to contact the NYMNP Planning Office.  Cllr. Marley declared an interest in this matter and took no part in the discussion or decision as he was a member of the NYMNP Planning Committee

At this point, Cllrs. Bastiman and Sharma left the meeting.

13/23               FINANCE, REGULATORY & GENERAL MATTERS

13/23.1            Resolved the Schedule of Accounts Payable for January 2023 (Sch 10, £5,643-19) be approved. Cllrs. Langmead and Thompson to do the online authorisations within 24 hours.

13/23.2            Request by Clerk to bring the date of the June meeting forward by one week (to 7th June) – agreed  June meeting to be held 7th June 2023.

13/23.3            Purchase of land adjacent Newby Farm Road [Minute 101/21.2 refers] – agreed Chairman and Vice Chairman authorised to sign agreement and land transfer documents and authorise any associated online payments.

13/23.4            Agreed to 1] extend the suspension of Financial Regulation 3.5 to 10/1/2024 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).

14/23               PLANNING APPLICATIONS & APPEALS NOTIFIED

14/23.1            Comments submitted under delegated powers on the following were confirmed:-

  1. 22/00552/OL AMENDED PLANS Erect 3 detached bungalows (all matters reserved) served from private drive following demolition of existing dwelling, 151 Coldyhill Lane, Newby. Object, overdevelopment, contrary to Local Plan Policies DEC1 and DEC4.
  2. 22/01782/LB Extend existing outbuilding, dormer windows, solar panels and associated landscaping, The Manse, Low Street, Scalby. No objections.
  3. 22/02301/HS Erect single storey rear extension, 70 Station Road, Scalby. No objections.
  4. 22/02320/HS Proposed garage and store/workshop, Barmoor View, Barmoor Lane, Scalby. No objections.
  5. NYM/2022/0858 Vary condition 2 of NYM/2015/0197/FL to allow construction of first floor above approved single storey utility room, Ryefield, Hackness Road, Scalby. No objections.
  6. NYM/2022/0864 Variation of conditions 2 (material amendment), 6 and 7 of planning approval NYM/2021/0497/FL to allow a reduction in size of garage, alterations to roof design, use of horizontal cladding and plain roof tiles, 113 Hackness Road, Scalby. No objections.

14/23.2            Comments on the following application received [circulated with agenda] were agreed:-

  1. 22/02382/HS Replace front porch, install gate and masonry piers to front boundary, 73 Newby Farm Road, Scalby. No objections.

15/23               PLANNING DECISIONS – The following were received and noted:-

  1. 21/01397/FL Construct 6no. three bedroom semi detached dwellings with communal off street parking/courtyard and landscaping, former site of 79 Cross Lane, Newby. Granted with conditions.
  2. 22/01141/HS Erect two storey side extension, single storey rear extension and front porch, 4 Greenstead Road, Newby. Granted with conditions.
  3. 22/01492/HS Erect 2 storey side extension incorporating accommodation within roof, 28 Red Scar Drive, Newby. Granted with conditions.
  4. 22/01658/HS Erect single storey rear extension,6 Hall Park Grove, Scalby. Granted with conditions.
  5. 22/01687/HS Erect single storey rear extensions and garage, form terrace and associated landscaping, 43 Hackness Drive, Scalby. Granted with conditions.
  6. 22/01781/FL Alterations and extension to existing outbuilding to form family annex/holiday cottage, dormer windows, solar panels and associated landscaping, The Manse, Low Street, Scalby. Withdrawn.
  7. 22/01782/LB Extension to existing outbuilding, dormer windows, solar panels and associated landscaping, The Manse, Low Street, Scalby. Withdrawn.
  8. 22/01784/HS Conversion and extension of detached garage to form annexe to dwelling, 1 Scalby Hayes, Barmoor Lane, Scalby. Granted with conditions.
  9. 22/01799/HS Erect single storey rear extension and detached single storey garage, 16 Newlands Park Drive, Newby. Granted with conditions.
  10. 22/01833/HS Two storey side extension and single storey rear extension, 1 South Avenue, Scalby. Granted with conditions.
  11. 22/01925/HS Erect 2 storey side extension. Install pitched rooves to rear extension and front bay/canopy, 74 Moor Lane Newby. Granted with conditions.
  12. 22/01969/HS Convert barn to ancillary accommodation and erect timber outbuilding, The Barn, Scalby Hayes, Scalby. Granted with conditions.

16/23              PLANNING MATTERS RECEIVED AFTER 4/1/23 –None.

17/23               REPORTS FROM OUTSIDE BODIES  None to receive.

18/23               VACANCIES UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS

The member of public present had expressed an interest in being co-opted to one of the vacancies in Newby Ward. Agreed Deb Wiles be co-opted and her Declaration of Acceptance of Office completed and accepted.

At this point Deb Wiles took her place at the council table.

19/23               EXCLUSION OF PRESS AND PUBLIC

Not required as no confidential items to consider.

20/23               CONFIDENTIAL ITEMS

20.22.1            None to consider.

There being no further business, the Chairman declared the meeting closed at 8.12pm.

 

 

Cllr. Reg Towse, Chairman
Dated: 8th February 2023