MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 11th September 2024 at 7pm.
PRESENT: Councillors R Thompson (Chairman), D Bastiman (from 8.02pm), H Bore, R Holliday, G Kendall, R Kendall, B Marley, J Smith.
ALSO IN ATTENDANCE: NYUC Cllr. Sharma. Approximately 35 members of public (all public had left by 8.29pm). Mrs J Marley (Clerk to Council).
ABSENT: Cllrs. S Foote, N Murphy, J Shepherd, C Thistleton.
119/24 NON-ATTENDANCE OF COUNCILLORS
119/24.1 Apologies received & noted from Cllrs. S Foote, N Murphy, J Shepherd and C Thistleton. Also noted that Cllr. D Bastiman was delayed.
119/24.2 Resolved the reasons for absence given by Cllrs. Foote (health), Murphy (unwell), Shepherd (health) and Thistleton (work) be accepted.
120/24 DECLARATIONS OF INTEREST: Received from Cllr. D Bastiman (other interest, agenda items 10,11 and 12 as a member of NYC Planning Committee). Cllr. G Kendall (other interest, agenda items 9.5 as allotment holder and 9.6 as treasurer for In Bloom); Cllr. R Kendall (pecuniary, agenda item 9.2 as payee), and (other interest, agenda items 9.5 as allotment holder and 9.6 as former chairman of In Bloom); Cllr. R Thompson (pecuniary, agenda item 9.6 as signatory for In Bloom).
121/24 MINUTES
121/24.1 Having been previously circulated, the minutes of the Extraordinary Meeting of Council held on 22nd July 2024 were resolved to be a correct record and authorised for signature by Cllr. Thompson.
122/24 PUBLIC FORUM (7.03pm-7.19pm, 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 items 8.5 and 8.6 – suggestion all councillors resigned and stood for re-election so they are returned with the approval of the electorate; 2] agenda item 7.1 – why had this person’s complaint not had a written response; 3] question re. whether a Christmas tree would be provided this year at Newlands; 4] agenda items 8.5 and 8.6 – two people asking why councillors hadn’t resigned as Council served no purpose.
123/24 MATTERS RAISED IN PUBLIC FORUM:
The answers given (by Chairman unless otherwise stated) during the Public Forum itself were 1] no response given; 2] a written response would be provided; 3] the matter was in hand; 4] no response given. A written list of points on item 2] was handed to the Chairman and a written response would be provided in due course.
124/24 EXTERNAL REPORTS
124/24.1 Police – resolved the Scalby reports for July incidents [emailed 13/8/24 to councillors] and August incidents [circulated with agenda] be received and noted.
124/24.2 NY Unitary Council – NY Cllr. Sharma gave the result of the parish poll held on 9th August and also explained that in the Scarborough Town Council to be created there would be 5 wards, each with 3 councillors. On behalf of NY Cllr. Bastiman, the Clerk gave updates on 1] the work being done to address the flooding/drainage problems on Hackness Road and 2] a “Restricted Byway” sign recently erected at the bottom of Carr Lane which had been of concern to Scalby Cricket and Football Clubs.
125/24 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS/ITEMS
125/24.1 Resolved it be noted that two complaints from February and March 2024 had been finalised.
125/24.2 Resolved it be noted that three Freedom Of Information requests and 1 review have been completed since the Annual Meeting of Council on 8/5/24 and one new request was awaiting completion.
125/24.3 Resolved it be noted that three parishioners had exercised their rights during the Public Inspection period for the 2023/24 accounts and two objections had been submitted to the external auditor.
125/24.4 Resolved potholes on Coldyhill Lane, blocked gully on Colescliffe Road and restricted visibility Green Lane/Colescliffe Road junction be referred as appropriate.
126/24 CORRESPONDENCE
126/24.1 Email of 25/7/24 [redacted and circulated with agenda] from Gallows Close Centre enquiring about funding. Resolved item be deferred to a future meeting to enable Clerk to find out if MUGA is in the parish.
126/24.2 Resolved an email dated 20/8/24 from North Yorkshire Fire Service confirming they have no concerns regarding fire safety issues at the offices be noted.
126/24.3 An anonymous letter has been received in respect of water (believed to be from a spring) on the pavement of Hay Brow Crescent. The Chairman confirmed he had received the same letter which did have details of the writer. Resolved Clerk to contact Area 3 Highways then update the complainant.
126/24.4 Several parishioners [details held by Clerk] have contacted the Clerk regarding an unauthorised building in the rear garden of a property and asked that Council refers the matter to Planning Enforcement. Resolved Clerk to refer the matter to Planning for investigation.
126/24.5 Resolved the declaration of result of Parish Poll for Newby & Scalby held on 9th August 2024 be received.
126/24.6 A letter dated 21/8/24 signed by un-named parishioners had been received by the Clerk – it was Resolved no further action be taken on that letter. Also noted Clerk’s report that individual letters addressed to councillors had been received at the same time and handed, unopened, to councillors present at tonight’s meeting.
126/24.7 Correspondence received after preparation of the agenda which the Chairman of the meeting deems it necessary to consider as a matter of urgency – none.
127/24 FINANCE, REGULATORY & GENERAL MATTERS
127/24.1 Resolved the action of online authorisation/cheque signing by Cllrs. Smith and Thompson in respect of payment of the Schedule of Accounts paid for August 2024, Schedule 5 (£5,311.45) be ratified.
127/24.2 Resolved the Schedule of Accounts payable for September 2024, Schedule 6 (£4,259-04) be authorised for payment, Cllr. Smith & Thompson to do online authorisations.
127/24.3 Banking – resolved it be noted that following a current account tariff review by Council’s bankers, from 18/9/24 the charging tariff T2 (£6 monthly fee plus 15p transaction fee) would apply.
127/24.4 Resolved 1] report by Clerk that a new lease for the office copier/printer/scanner had been negotiated at a saving of £700; 2] the Clerk be authorised to sign the lease agreement; 3] the Chairman and Clerk be authorised to sign the Direct Debit form.
127/24.5 Allotments – requests had been received from FONSA for council to consider 1] setting up a system to take deposits from new tenants and 2] creating a number of quarter plots [circulated with agenda] Resolved 1] no deposit system to be started (potential disadvantages outweigh the advantages); 2] while appreciating the reasoning within the report, on balance, quarter plots were not something Council wished to do.
127/24.6 Newby & Scalby Flower Friends Group – Clerk reported this was the successor to the now defunct In Bloom group which still has funds of over £3,000 in a building society account. Those funds needed to be transferred to somewhere which could be accessed by the new group. In order to assist negotiations with the signatories of the In Bloom account, the Clerk wished to know if Council was prepared in principle to hold and administer those funds. Resolved 1] in principle Council was prepared to hold and administer those funds; 2] Clerk to negotiate with all relevant parties to achieve the most practical resolution.
128/24 PLANNING APPLICATIONS & APPEALS NOTIFIED
Resolved comments on the following applications be submitted to the planning authority:-
- ZF24/00690/HS Erect double storey side and single storey rear extension, 48 Lady Edith’s Avenue, Newby – no objections.
- ZF24/01049/HS Retrospective consent for erection of two storey side extension, 90 Station Road, Scalby – no objections.
- ZF24/01059/RM Erect 135no. dwellings considering appearance, landscaping, layout and scale, following outline consent on 19/00444/OL, Former Technical College, Lady Edith’s Drive, Newby – concerns re. capacity of watercourse beside Lady Edith’s Drive & whether sufficient remedial works are to be carried out.
129/24 PLANNING DECISIONS – Resolved the following be noted:-
- NYM/2024/0455 Non-material amendment to NYM/2022/0476m to allow additional rooflights to facilitate additional bedroom accommodation at Beacon Farm, Beacon Brow Road, Scalby. Granted.
- 22/01592/HS Single storey extension and raised decking to rear at 36 Scalby Avenue, Newby. Finally Disposed Of.
- ZF24/00441/HS Install replacement windows and juliet balcony to rear, 4 Wynbrook Court, North Street, Scalby. Granted with conditions.
- ZF24/00453/HS Erect two storey side extension, 5 Greylands Park Drive, Newby. Granted with conditions.
- ZF24/00477/HS Erect 1½ storey side extension with rear dormer and single storey rear extension, 2 Norwich Close, Scalby. Granted with conditions.
- ZF24/00495FL Widen existing vehicular access, 445b Scalby Road, Scalby. Withdrawn.
- ZF24/00561/HS Erect single storey rear extension and porch to side, 2 Fieldstead Crescent, Newby. Granted with conditions.
- ZF24/00634/HS Demolish single storey side projection, chimney, outbuilding and garage, erect single storey side extension and shed. 4 East Park Road, Scalby. Granted with conditions.
- ZF24/00680/HS Erect single storey workshop, Cross Lane Hospital, Cross Lane, Newby. Granted with conditions.
- ZF24/00901/HS Erect two storey side extension (amended design to 16/01277/HS, 349 Scalby Road, Newby. Granted with conditions.
130/24 PLANNING MATTERS RECEIVED AFTER 5/9/24
Resolved comments on the following application received [previously notified to councillors] were agreed:-
- ZF24/01292/HS Erect single storey rear extension, 3 Throxenby Grove, Newby – no objections.
131/24 REPORTS FROM OUTSIDE BODIES & EVENTS ATTENDED – none to receive.
132/24 EXCLUSION OF PRESS AND PUBLIC
At 8.29pm 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 items of business on the grounds they related to personnel/staffing, financial or legal matters.
133/24 CONFIDENTIAL BUSINESS
All documents were tabled at the meeting
133/24.1 Resolved email of 21/8/24 from solicitor be noted and matters not to be advanced.
133/24.2 Resolved an update on the grievance and redundancy process be noted.
133/24.3 Resolved an update on legal matters be noted.
133/24.4 Resolved 1] the recommendation of the Staffing Working Group be accepted and the job of Clerk and RFO be split into two posts; 2] YLCA be asked to carry out job assessments for each post (to include recommendations on salary and hours); 3] to recruit person(s) to cover role of keyholder and cleaner; 4] update on the grievance and redundancy process be noted.
There being no further business to be transacted, the Chairman declared the meeting closed at 9.10pm.
Cllr. Richard Thompson, Chairman
Dated: