MINUTES OF EXTRAORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the Community Hub, Council Office, 445b Scalby Road, Scalby,
on Wednesday, 16th October 2024 at 9am.
PRESENT: Councillors R Thompson (Chairman), D Bastiman, H Bore, R Holliday, G Kendall, R Kendall, N Murphy (left 10.32), J Smith.
ALSO IN ATTENDANCE: NYUC Cllr. Sharma, 2 members of FONSA (left 10.34). Approximately 10 members of public (left at various times). Mrs J Marley (Clerk to Council).
ABSENT: Cllrs. S Foote, B Marley, J Shepherd, C Thistleton.
134/24 NON-ATTENDANCE OF COUNCILLORS
134/24.1 Apologies received & noted from Cllrs. S Foote, B Marley, J Shepherd and C Thistleton.
134/24.2 Resolved the reasons for absence given by Cllrs. Foote (prior commitment), Marley (NYMNP meeting), Shepherd (medical appointment) and Thistleton (work commitment) be accepted.
135/24 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 (pecuniary, agenda item 8.3 as allotment holder); Cllr. R Kendall (pecuniary, agenda item 8.3 as allotment holder).
136/24 MINUTES
136/24.1 Having been previously circulated, the minutes of the Ordinary Meeting of Council held on 11th September 2024 were resolved to be a correct record and authorised for signature by Cllr. Thompson.
137/24 PUBLIC FORUM (9.03pm-9.18pm, 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 8.2 – email enquiry of late September not responded to; 2] agenda item 7.5 – a) link did not work in letter from Chairman in response to complaint, and b) were all councillors made aware of the content of complaints/FOI requests; 3] agenda item 7.1 – why had it taken so long to sort the matter.
138/24 MATTERS RAISED IN PUBLIC FORUM:
The answers given (by Chairman unless otherwise stated) during the Public Forum itself were 1] an email response was sent by the Clerk on 30th September; 2] a) Clerk would check link and respond; b) all councillors were aware; 3] Christmas tree orders were not submitted till September, so placing an order on 18th September indicated the matter had been dealt with in a timely fashion.
139/24 EXTERNAL REPORTS
139/24.1 Police – resolved the Scalby report for September incidents [emailed 2/10/24 to councillors] be received and noted.
139/24.2 NY Unitary Council – NY Cllr. Bastiman reported 1] provision of flood resilience boards for Hackness Road was in hand; 2] the roadside wall of Church Beck was disintegrating & would impact the integrity of the footpath – the Environment Agency was aware but had given the work a low priority. Resolved Clerk to write to EA and NYC expressing concern about Church Beck wall. NY Cllr. Sharma made reference to the parish poll held on 9th August and the forthcoming election for the vacancy in Newby Ward. He also offered views on the use of the Town Council building and councillors who lived outside the area they represented.
140/24 UPDATES ON VARIOUS MATTERS & COUNCILLOR’S REPORTS/ITEMS
140/24.1 Resolved it be noted that Christmas tree at Newlands [Minute 123/24 refers] had been ordered at a cost of £505 supplied, lit and erected/removed.
140/24.2 Resolved the email of 19/9/24 with an update on location of proposed works at Gallows Close [Minute 126/24.1 refers] be noted & someone from Gallows Close be asked to attend next Council meeting to give further details on proposals in order to assist Council to make a decision.
140/24.3 Water across pavement on Hay Brow Crescent [Minute 126/24.3 refers] – resolved it be noted 1] the complainant had not been satisfied with Council’s response and 2] a further letter had been sent explaining that footpath repairs are the responsibility of North Yorkshire Council. Further noted suggestion from Cllr. R Kendall that old maps held by NYC could indicate the location of springs.
140/24.4 Resolved it be noted the potential unauthorised building in the rear garden of a property [Minute 126/24.4 refers] had been reported to Planning for investigation and an acknowledgment received.
140/24.5 Resolved it be noted that 1] two Freedom of Information requests and one complaint had been completed since 5/9/24; 2] a request for review of one Freedom of Information decision had been received since 5th September 2024.
140/24.6 Resolved the following reports from Councillors of any highway & footpath matters requiring attention be received & referred to the relevant authority:- blocked gullies Stony Lane and Scalby Road, several problems at Newlands parade of shops, possible dead tree on Barmoor Lane, poor standard or recent repairs on Cleveland Avenue; potholes Hackness Road corner opposite Rosette; gully on Endcliffe/Colescliffe corner still not running.
141/24 CORRESPONDENCE
141/24.1 Resolved it be noted a letter of resignation had been received from Cllr. D. Pickersgill and an election to fill the vacancy had been requested.
141/24.2 Resolved an email (circulated with agenda) from Chairman of Burniston Parish Council re. proposal for drilling rig site for exploration of suitability of underground gas extraction be received. Further resolved Council supported Burniston Parish Council, comments to be submitted by this Council when a planning application was submitted.
141/24.3 Resolved a letter from Chairman of FONSA (enclosed) re allotments [Minute 127/24.5 refers] be received. Resolved a written motion from five councillors in accordance with Standing Order 7a be received and carried. A suggested ‘management of the plots scheme’ by FONSA was tabled at the meeting. With the Chairman’s consent, the Chairman and Vice Chairman of FONSA addressed the meeting regarding their proposals as outlined in their paper ‘management of the plots scheme’ which had been tabled at the meeting. Clerk expressed her concerns in respect of the legal management of quarter plots, potential problems long term and deposits. Prolonged discussion took place. Resolved 1] Clerk to negotiate with Duchy of Lancaster re. any updates to head lease; 2] 2 trial ‘quarter’ plots be created for a 12 month period on part of plot 36; 3] new tenants to pay rent for the year in which they take an allotment plus a deposit of one year’s rent in advance. The deposit is to cover any reparations needed when the tenant leaves the plot if the plot has not been left in a lettable condition with all rubbish removed. Cllr. Murphy left during this item.
141/24.4 Resolved details (circulated with agenda) of an interim review of polling districts and polling places be received and no objections to the proposals be made.
141/24.5 Correspondence received after preparation of the agenda which the Chairman of the meeting deems it necessary to consider as a matter of urgency – resolved email from Vicar of St. Laurence’s Church about Remembrance Sunday be received; Cllr. Thompson to lay a wreath of behalf of the Town Council; Cllr. Bastiman to lay wreath on behalf of North Yorkshire Council; Clerk to make necessary arrangements and arrange for a donation of £100 to the Royal British Legion.
142/24 FINANCE, REGULATORY & GENERAL MATTERS
142/24.1 Resolved the Schedule of Accounts payable for October 2024, Schedule 7 (£11,705-88) be authorised for payment, Cllrs. Smith & Thompson to do online authorisations.
142/24.2 External Auditor’s Report 2023/24 accounts. Resolved 1] it be noted an Interim Certificate [circulated with agenda] had been received and, along with the relevant notice, displayed on the noticeboard on 24/9/24; 2] the Interim Certificate should be displayed on the noticeboard until 31/10/2024.
142/24.3 Resolved the Internal Audit report (April-June) [circulated with agenda] be received & noted.
142/24.4 Resolved It be noted the Charity Commission Annual Return 2024 for the Burchell Trust had been submitted on 24/9/24.
142/24.5 Resolved it be noted a new fixed term contract (effective 20/6/25) for gas and electricity had been arranged which would see an overall reduction in future costs of around 18½%.
142/24.6 Poll cards for the election to fill the vacancy caused by the resignation of D. Pickersgill. Noted 1] the Clerk’s report that North Yorkshire Council estimated the cost of a by-election if it was contested as £4,600; 2] poll cards were optional and the additional cost for cards was estimated at £3,500, making a total estimated cost to the Town Council of £8,100. Resolved poll cards be provided.
143/24 PLANNING APPLICATIONS & APPEALS NOTIFIED
Resolved comments on the following applications be submitted to the planning authority:-
- ZF24/01439/HS Erect single storey extension to front, 5 St. Joseph’s Close, Newby – no objections.
- ZF24/01488/HAS Vary condition 1 of ZF23/00821/HS to allow alternative roof design, 56 Hackness Road, Newby – no objections.
144/24 PLANNING DECISIONS – Resolved the following be noted:-
- ZF23/01966/FL Alterations and extension to existing outbuilding to form family annexe/holiday cottage together with alterations to main dwelling, The Manse, Low Street, Scalby. Granted with conditions.
- ZF23/01967/LB Alterations and extension to existing outbuilding to form family annexe/holiday cottage together with alterations to main dwelling, The Manse, Low Street, Scalby. Granted with conditions.
- ZF24/00562/HS Erect single storey rear extension, East Bar, Queen Elizabeth Drive, Scalby. Granted with conditions.
- ZF24/00573/FL Erect single storey bungalow with new vehicular access, 32 Green Lane, Newby. Refused.
- ZF24/00690/HS Erect double storey side and single storey rear extension, 48 Lady Edith’s Avenue, Newby. Granted with conditions.
- ZF24/01049/HS Retrospective consent for erection of two storey side extension, 90 Station Road, Scalby. Granted with conditions.
145/24 PLANNING MATTERS RECEIVED AFTER 10/10/24
Resolved comments on the following application received [previously notified to councillors] were agreed:-
- NY/2024/0158 Install floodlights (4no. per tennis court), Tennis Courts, Scalby Road, Scalby – concerns about potential impact on road users from glare but no objections in principle.
146/24 REPORTS FROM OUTSIDE BODIES & EVENTS ATTENDED – none to receive.
147/24 EXCLUSION OF PRESS AND PUBLIC
At 10.56am 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.
148/24 CONFIDENTIAL BUSINESS
148/24.1 Complaint of 29/4/24 – Resolved it be noted the Chairman’s response of 29/8/24 had been rejected by complainant. Following further advice from the YLCA, the Chairman had again written to the complainant re-iterating that Council was not prepared to comment or engage any further on this employment matter and the Chairman’s action was ratified.
148/24.2 Complaint of 19/2/24 – Resolved the original letter of complaint was a series of observations about the Town Council, its meetings and lack of a Public Open Forum. As such it did not fall within the ambit of Council’s Complaints Policy and the matter was closed. Chairman to write to complainant.
There being no further business to be transacted, the Chairman declared the meeting closed at 11.12am.
Cllr. Richard Thompson, Chairman
Dated: