Minutes of Council Meeting of 28th September 2022

MINUTES OF ORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 28th September 2022 at 7pm.

PRESENT: Councillor R Towse (Chairman), Cllrs. S Barnes, DJ Bastiman, J Fennell, S Foote, R Holliday, D Langmead, B Marley, D Sutton, RI. Thompson.

ALSO IN ATTENDANCE: County and Borough Cllr. Sharma (left 7.37pm), J. Shepherd and J Smith (Scalby Toilets Trust) (left 7.25pm), S. Black (left 7.25pm), Rev. Hand (left 8.01pm), H. King (Hub & Community Support Services), Mrs J Marley (Clerk to Council)

ABSENT:       None.

71/22               APOLOGIES FOR ABSENCE  None.

72/22               DECLARATIONS OF INTEREST:  Received from Cllr. Bastiman (agenda items 11-13 inclusive as he was a substitute member of SBC’s Planning Committee), Cllr. Sutton (agenda item 9.1 as he related to the senior planning officer involved.

73/22               MINUTES

73/22.1            Having been previously circulated, the minutes of the Town Council meeting held on 13th July 2022 were approved as a correct record and authorised for signature by Cllr. Towse.

PROCEDURAL MATTER 7.02pm – Suspension of Standing Orders.

74/22               PUBLIC OPEN FORUM Only matter raised related to the closure of Scalby Toilets.

PROCEDURAL MATTER 7.03pm – Resumption of Standing Orders.

75/22               MATTERS RAISED IN PUBLIC OPEN FORUM Agreed comments on toilets be heard when item was discussed (agenda item 9.4).

76/22               VACANCIES UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS

Noted no applications to hand for co-option to the three existing Ordinary Vacancies.

PROCEDURAL MATTER Cllr. Towse proposed and it was agreed that agenda item 9.4 on Scalby Toilets be brought forward and considered as the next item.

77/22               SCALBY TOILETS – noted letter from J Shepherd (Secretary of Scalby Toilet Trust) to the effect that the toilets would close on 30th September and the Trust would close down. Mrs Shepherd and Smith explained the background to the Trust’s decision which was mainly finance-related. Mr Black asked if a two week stay of execution was possible so he could try and get finance organised. Council agreed to investigate the possibility of keeping the toilets open. The Clerk is to approach SBC with a Community Asset Transfer request. The matter was deferred to the Council meeting on 12th October to give Mr Black time to get funding organised and for the Town Council to make the necessary approaches to SBC.

Mr Black, Mrs Shepherd and Mrs Smith left the meeting at this point.

78/22               EXTERNAL REPORTS

78/22.1            Police:- :- The Scalby reports for 1/7/22-31/7/22 [emailed to councillors 8/8/22] and 1/8/22-31/8/22 [circulated with agenda] were received & noted.

78/22.2            County Council:-  County Cllr. Sharma reported his involvement with the parking problems on Moor Lane were ongoing. He also asked that the pavement between Kingsway and Scalby Avenue not be sided out [Minute 61/22.2 refers] as repairs were programmed for 2023/24.

County Cllr. Sharma left the meeting at this point.

County Cllr. Bastiman reported on a successful outcome to a very long running investigation and prosecution regarding money fraud and scams on the elderly.

78/22.3            Borough Council:-  No matters to report.

79/22               UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS

79/22.1            Neighbourhood Plan Working Group – the designation of a Neighbourhood Plan Development Area had been accepted by SBC and NYMNP.

79/22.2            Received a verbal report from Helen King re. Community Hub – services continued to grow, more groups were using the Hub, a comprehensive funding application has been submitted, the first Menopause Meet group had done a photo-shoot and a calendar was being created (further details at next Council meeting). Council gave a vote of thanks to Helen for her work.

Rev. Hand left the meeting at this point.

79/22.3.1         Update on local government re-organisation – County Cllr. Bastiman reported a county-wide licensing committee of 25 was to be set up to deal with all types of licences with a separate sub-committee to cover the alcohol and premises licences.

79/22.3.2         Received & noted Clerk’s report regarding the provision of services from 1/7/23 on a devolved basis from North Yorkshire Council. Councillors suggested possible services/functions which the Town Council could carry out on a devolved basis included toilets, bus shelters, parish caretaker, street naming and parking enforcement.

79/22.4            Reports from Councillors of any highway & footpath or general matters requiring attention – [JF] depression in pavement near library (Cllr. Towse had already reported this); [SB] damaged bus stop post on Station Road and poor state of road surface bridge over Cow Wath Beck through to junction with Burniston Road; [RIT] erratic phasing of traffic lights Green Lane/Scalby Road junction, damaged lighting column in Scalby High Street still not been removed, kerbside weeds on Scalby High Street and Hackness Road.

80/22               CORRESPONDENCE

80/22.1            From SBC Planning – to agree comments on site (land to east of Red Scar Lane, details circulated with agenda) submitted for housing allocation in Local Plan agreed object (unacceptable impact on adjacent National Park, poor highway access).

80/22.2            Community Governance Review – Clerk’s report [circulated with agenda] was received & noted and it was agreed the recommendations of the report be carried.

80/22.3            Received & noted letter from NYMNP re proposed woodland creation Scalby Nabs [details circulated with agenda] and agreed  no objections.

80/22.4            Correspondence received after preparation of the agenda which the Chairman of the meeting deemed it necessary to consider as a matter of urgency:–  two invoices regarding the Menopause Meet Calendar (grant-funded) were approved for payment (M Davies Photography £800 and Tiny Troubleshooter £1,000), Cllr. Langmead and Thompson to do the online authorisations within 24 hours.

81/22               FINANCE, REGULATORY & GENERAL MATTERS

81/22.1            Accounts paid under amended scheme of delegation [Minute 111/21.5 refers] – noted Schedule 5 (£5,950-89) has been paid following online authorisation by Cllrs. Sutton and Towse.

81/22.2            Accounts paid under amended scheme of delegation [Minute 111/21.5 refers] – noted Schedule 6 (£8,838-77) has been paid following online authorisation by Cllrs. Thompson and Towse.

81/22.3            External Audit 2021/22 accounts – noted an unqualified opinion has been received and all necessary notices have been displayed. Agreed the Conclusion of Audit Notice be displayed until 31st October.

81/22.4            Christmas lights – in view of increased energy costs and inflation, agreed 1] no tree and lights be erected at the shops on Newlands and 2] no Christmas Lights Competition be held this year.

82/22               PLANNING APPLICATIONS & APPEALS NOTIFIED

82/22.1            Declarations of Interest [Minute 72/22 refers] from Cllrs. Bastiman and Sutton.

Comments of “no objections” submitted 15/9/22 under Clerk’s delegated powers on the following applications were confirmed:-

  1. 21/02201/FL AMENDED PLANS Two storey extension with balcony, formation of bin storage area and alterations to pedestrian/vehicular access to Newby Farm Road, Newby Dental Practice 445a Scalby Road.
  2. 22/00010/FL Retrospective change of use, scrapyard (sui generis) to open-air storage yard (B8 Storage & Distribution), retrospective erection of office/storage building & ablution building with septic tank, proposed erection of 1.8m brick wall & timber gates, Coastal Breakers, Coastal Rd, Burniston.
  3. 22/01199/HS Erect single storey extension and dormer window to rear, new double garage, summer house, greenhouse and alterations to vehicular access and front porch, 44 High St, Scalby.
  4. 22/01259/HS Erect single storey rear extension, 4 West Park Road, Scalby.
  5. 22/01421/HS Erect two storey and single storey rear extension following removal of rear extension and conservatory, 16 Hackness Drive.
  6. 22/01438/FL Erect extension to provide disabled toilet, St Mark’s Church, 116 Coldyhill Lane.
  7. NYM/2022/0613 Vary condition 2 of NYM/2015/0197/FL to allow omission of arched window heads and replace with straight window heads and install double doors to detached dwelling, Ryefield, Hackness Road, Scalby.

82/22.2            Comments on the following applications received [circulated with agenda] were agreed:-

  1. 22/01162/HS Proposed single storey rear extension & extension to garage, 159 Coldyhill Lane, Newby – agreed no objections.
  2. 22/01492/HS Erect 3 storey side extension and rear dormer window, 28 Red Scar Drive, Newby – agreed providing the Highways requirements can be complied with no objections.
  3. 2201592/HS Single storey extension and raised decking to rear, 36 Scalby Avenue, Newby – agreed no objections.
  4. NYM/2022/0673 Remove condition 1 of NYM/2022/0461 to enable polytunnel and wetland area to remain permanently on site, land adjacent Tall Trees, Hay Lane, Scalby – agreed no objections.

83/22               PLANNING DECISIONS – The following were received and noted:-

  1. 22/00288/FL Erect 6no. floodlights at SRUFC, Silver Royd, Scalby. Granted with conditions.
  2. 22/00316/HS Erect single storey side extension with double garage, 26 Scalby Beck Road, Scalby. Granted with conditions.
  3. 22/00541/HS Erect single storey side extension, Coach House, 11a Station Road, Scalby. Granted with conditions.
  4. 22/00701/HS Erect two storey side extension with rear terrace, front dormer and single storey rear extension, 5 Station Road, Scalby. Granted with conditions.
  5. 22/00786/FL Erect two storey and single storey extensions to form 3no. bedrooms and additional kitchen and dining hall following demolition of existing outbuildings, Wrea Head County House Hotel. Granted with conditions.
  6. 22/01046/HS Single storey extension to rear together with alterations to rear elevation, Melbourne House, South Street, Scalby. Granted with conditions.
  7. 22/01052/LB Single storey extension to rear together with alterations to rear elevation and minor internal alterations, Melbourne House, South Street, Scalby. Granted with conditions.
  8. 22/01077/HS Erect rear extension, 5 East Avenue, Scalby. Granted with conditions.
  9. 22/01118/HS Erect 2no. single storey rear extensions with formation of pitched roof over garage, rendering of dwelling and construction of patio area, 3 Flock Leys, Scalby. Granted with conditions.
  10. 22/01142/HS Erect single storey rear extension, 545 Scalby Road, Scalby. Granted with conditions.
  11. 22/01221/HS Erect two storey side and rear extension with balcony to rear, 48 Newlands Park Crescent, Newby. Withdrawn.
  12. NYM/2022/0003 (Amended plans) Install 28no. replacement windows and 5no. doors together with installation of Smartflower solar device to rear garden, The Old Farmhouse, Low Road, Throxenby. Granted with conditions.
  13. NYM/2022/0004 (Listed Building Consent) Install 28no. replacement windows and 5no. doors together with installation of Smartflower solar device to rear garden, The Old Farmhouse, Low Road, Throxenby. Granted with conditions.
  14. NYM/2022/0338 Use of land for siting of two glamping pods for holiday letting purposes with associated access paths, parking and refuse storage area and alterations to site access, Prospect House Farm, Hay Lane, Scalby. Granted with conditions.
  15. NYM/2022/0415 Construct a shed (retrospective) and install two rows of nine solar panels to shed roof, Foxhill Paddocks, Low Road, Throxenby. Granted with conditions.
  16. NYM/2022/0461 Erect polytunnel for horticultural purposes, create wetland are with four ponds, land adjacent Tall Tree, Hay Brow, Scalby. Granted (for 2 years only) with conditions.

84/22              PLANNING MATTERS RECEIVED AFTER 21/9/22 – None.

85/22               REPORTS FROM OUTSIDE BODIES  The following were received & noted:-

Cllr. Marley’s report on recent meetings of the NYMNP

Cllr. Thompson’s report on the NYM Joint Parish Forum

Cllr. Towse’s report on a YLCA meeting to discuss the possible terms of a Parish Charter with North Yorkshire Council.

86/22               EXCLUSION OF PRESS AND PUBLIC

At 8.53pm 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/legal/commercially or financially sensitive/contractual matters.

87/22               CONFIDENTIAL ITEMS

87.22.1            Staffing [Minute 150/21.1 refers]. Review of the post of Head of Hub and Community Support Services. A confidential report tabled at the meeting was received & noted and it was agreed Council make the contract of the Head of Hub and Community Services a permanent position with effect from 1st September 2022. Further agreed hours/week and payscale to be as per the report’s recommendation. A meeting of the Review & Staffing Committee be convened to review staffing and how we work.

There being no further business, the Chairman declared the meeting closed at 8.57pm.

Cllr. Reg Towse, Chairman

Dated: 12th October 2022