DRAFT MINUTES OF ANNUAL MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the large meeting room, Council offices, 445b Scalby Road,
on Wednesday 13th May 2026 at 7pm
PRESENT: Councillors J Smith (outgoing Chairman), H Bore (incoming Chairman), D Bastiman, J Buckley, R Holliday, G Kendall, B Marley, N Murphy, J Shepherd, C Thistleton, R. Thompson.
ALSO IN ATTENDANCE: 10 members of public; Mrs J Marley (Town Clerk).
ABSENT: Cllrs. S Foote, R Towse.
8/26 ELECTION OF CHAIRMAN
Cllr. Bore was nominated. A vote by show of hands was taken. 10 in favour, 1 against. Resolved Cllr. Bore be elected as Chairman of the Council for the Year 2026 to 2027.
9/26 CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
In accordance with Section 83(a) of the 1972 Local Government Act the elected Chairman signed her Declaration of Acceptance of Office which was duly witnessed by the Clerk as the Proper Officer of the Council.
At 7.04pm Cllr. Bore took over as Chairman of the meeting.
10/26 NON-ATTENDANCE OF COUNCILLORS
10/26.1 Apologies received & noted from Cllrs. S Foote (via Cllr. Thompson) and R Towse (via Cllr. Buckley).
10/26.2 Acceptance of reasons for absence – resolved the reason for absence given by Cllr. Foote (prior commitment) and Cllr. Towse (health) be accepted.
11/26 ELECTION OF VICE CHAIRMAN
Cllr. Smith was nominated. A vote by show of hands was taken. 9 in favour, 2 against. Resolved Councillor Smith be elected as Vice-Chairman of the Council for the year 2026 to 2027.
12/26 REPRESENTATIVES TO OUTSIDE BODIES
Resolved the following be appointed:-
| NYMNP Coastal Forum | Cllr. Thompson |
| YLCA | Cllr. Smith |
| Christopher Keld Charity | Cllr. Smith (to serve till May 2027 Annual Meeting of Council alongside Cllr. Holliday). |
13/26 MEMBERSHIP OF FINANCE & GENERAL PURPOSES COMMITTEE
Four valid nominations were made, votes in favour Buckley 6, Holliday 8, Kendall 9, Thompson 9. Resolved membership to be Cllrs. Bore (ex officio), Smith (ex officio), Holliday, Kendall, and Thompson.
14/26 MEMBERSHIP OF PLANNING COMMITTEE
Three valid nominations were made, votes in favour Holliday 9, Marley 9, Thompson 9. Resolved membership to be Cllrs. Bore (ex officio), Smith (ex officio), Holliday, Marley and Thompson.
15/26 MEMBERSHIP OF REVIEW & STAFFING COMMITTEE
Three valid nominations were made, votes in favour Kendall 9, Shepherd 9, Thompson 9. Resolved membership to be Cllrs. Bore (ex officio), Smith (ex officio), Kendall, Shepherd and Thompson.
16/26 MEETING DATES A draft had been circulated with the agenda. The date of the November meeting was corrected to the 10th. Resolved Ordinary meetings of the Town Council be held on the following dates:- 9th September 2026, 10th November 2026, 9th February 2027 and the Annual meeting on 19th May 2027.
17/26 DECLARATIONS OF INTEREST: None received.
18/26 MINUTES
18/26.1 Cllr. Buckley requested the second sentence of Minute 2/26 (commencing “Cllr. Buckley requested” and ending “asked for advice”) be moved to the beginning of Minute 5/26.1. He also asked for additional wording to be added to the end of the moved sentence. There was a brief adjournment of the meeting (7.33-7.40pm) to allow the Clerk to check the details of the meeting referred to and offer advice to the Chairman of the meeting. Resolved the second sentence of Minute 2/26 (commencing “Cllr. Buckley requested” and ending “asked for advice”) be moved to the beginning of Minute 5/26.1 (8 votes for, 2 against, 1 abstention). Cllr. Buckley had also requested additional wording be included at the end of the above moved item. Council noted the Clerk’s strong reservations as to when the additional wording requested had taken place. Resolved the additional wording not be included (2 voted for, 8 voted against, 1 abstention). Resolved the amended minutes be authorised for signature by Cllr. Bore as Chairman.
18/26.2 For information only – resolved the minutes of the Finance & General Purposes Committee meeting of 18/12/25, 2/3/26 and 23/3/26 (circulated with agenda) be noted.
18/26.3 For information only – resolved the minutes of the Planning Committee meetings of 22/12/25, 9/2/26 and 16/3/26 (circulated with agenda) be noted.
18/26.4 For information only – resolved the minutes of the Review & Staffing Committee meetings of 27/11/25, 18/2/26 and 23/3/26 (circulated with agenda) be noted.
19/26 PUBLIC FORUM (not to exceed 15 minutes)
No matters were raised in respect of items on the agenda.
20/26 MATTERS RAISED IN PUBLIC FORUM
None to consider.
21/26 COUNCILLOR’S REPORTS
21/26.1 Resolved reports of poor road surface on Stony Lane and potholes at bottom of Cleveland Avenue and Wrea Head Close be referred to Highways.
22/26 CORRESPONDENCE
22/26.1 Speed of traffic Station Road and Scalby Road – resolved correspondence circulated with agenda be received and noted; VAS sign to be placed on Station Road; Clerk to update parishioner.
22/26.2 Speed of traffic of Lady Edith’s/Forge Valley – resolved correspondence circulated with agenda be received and noted; Clerk to write to the other parish councils covering the area in question drawing their attention to the issue; Clerk to update parishioner.
22/26.3 Correspondence received after preparation of the agenda which the Chairman of the meeting deems it necessary to consider as a matter of urgency – resolved correspondence from parishioner in respect of problems with inconsiderate parking on The Green be received & noted; Clerk to write to school and pass on details of offending vehicle to Police; Clerk to update parishioner.
23/26 FINANCE, REGULATORY & GENERAL MATTERS
23/26.1 Resolved the Schedule of Accounts to be paid for May 2025 (Schedule 2a, totalling £1,819-98) and circulated with the agenda be authorised/ratified and Cllr. Bore to sign the Schedule. Authorisation of online payments to be done by Cllrs. Bore and Smith.
23/26.2 2025/26 Annual Return [emailed to councillors 5/5/26] – Resolved the report [circulated with agenda] of the Finance & General Purposes Committee with regard to its recommendations in respect of the 2025/26 Annual Governance & Accountability Return (AGAR), be received and noted.
- Internal Auditor’s Report – Resolved unanimously that the Internal Auditor’s unqualified report be received and noted.
- Annual Governance Statement (Section 1) – Resolved (9 votes for, 2 abstentions) that the Annual Governance Statement (Section 1) be approved and the Chairman authorised to sign the Statement on behalf of the Council.
- Accounting Statements (Section 2) – Resolved unanimously that the Accounting Statements (Section 2) be approved and the Chairman authorised to sign the Statements on behalf of the Council.
- Notice of Public Rights – Resolved unanimously that the period for the exercise of public rights and publication of the unaudited AGAR be set as 1 July 2026 to 11 August 2026 (inclusive).
24/26.3 Committee Terms of Reference – Calling of Meetings:- Resolved (9 votes for, 1 against) the recommendations of the report [circulated with agenda] be carried.
24/26.4 2025/26 Annual Report and Accounts – Resolved (10 votes for, 1 against) the report [circulated with agenda] of the Finance & General Purposes Committee be received and noted. Resolved (10 votes for, 1 against) the Annual Report and Accounts be approved and the Chairman authorised to sign them on behalf of the Council.
There being no further business to be transacted, the Chairman declared the meeting closed at 8.29pm.
Cllr. Helen Bore, Chairman
Dated: TO BE INSERTED
DRAFT MINUTES OF EXTRAORDINARY MEETING OF NEWBY AND SCALBY TOWN COUNCIL
held in the large meeting room, Council offices, 445b Scalby Road,
on Friday 22nd May 2026 at 2pm
PRESENT: Councillors H Bore (Chairman), J Buckley, R Holliday (from 2.09pm), B Marley, N Murphy, J Smith (left 2.25pm), C Thistleton (from 2.06pm), R. Thompson (left 2.25pm), R Towse.
ALSO IN ATTENDANCE: 50 members of public (some in courtyard); Mrs J Marley (Town Clerk).
ABSENT: Cllrs. D Bastiman, S Foote, G Kendall, J Shepherd.
25/26 NON-ATTENDANCE OF COUNCILLORS
25/26.1 Apologies received & noted from Cllrs. D Bastiman, S Foote, G Kendall and J Shepherd.
25/26.2 Acceptance of reasons for absence:- recorded vote – FOR Cllrs. Bore, Marley, Smith and Thompson, AGAINST Cllrs. Buckley, Murphy and Towse and resolved the reasons for absence given by Cllrs. Bastiman, Foote and Shepherd (prior commitment) and Kendall (shift working) be accepted & approved.
26/26 DECLARATIONS OF INTEREST: Resolved forms be received from Cllrs. Smith and Thompson (other registrable interest in agenda item 4.1 – trustee of Newby and Scalby Community Hall being a body directed to charitable purposes).
Procedural Note – during the Public Forum, Councillors Thistleton and Holliday joined the meeting having been delayed in traffic.
27/26 PUBLIC FORUM
27/26.1 At 2.03pm the Chairman explained what an Asset of Community Value (ACV) was and invited comments from the public on the nomination of Newby and Scalby Community Hall as an Asset of Community Value. At least 10 members of public spoke (some representing local organisations) – all were in favour of the ACV and asked Council to support the nomination. At 2.24pm the Chairman called for a show of hands from the public to indicate whether or not they wished Council to support the ACV nomination – there were 50 votes in favour and none against.
Procedural Note – in accordance with their Declarations of Interest, at 2.25pm Cllrs. Smith and Thompson left the room. At least 10 members of public also left.
28/26 CORRESPONDENCE
28/26.1 Resolved a letter from North Yorkshire Council regarding a nomination for Newby and Scalby Community Hall, Scalby Road, Scalby, to be listed as an Asset of Community Value (circulated with agenda) be received and noted. The agenda asked members to “agree action as appropriate” however before any councillor could make a proposal, a 6 point motion was tabled at the meeting (in writing) by Cllr. Buckley. Points 2, 3, 4 and 5 were ruled out of order by the Chairman. Point 1 was amended by Cllr. Buckley by the deletion of “formally” and the insertion of “strongly”. The amended motion, point 1, “Newby and Scalby Town Council resolves to strongly support the nomination and listing of Newby and Scalby Community Hall as an Asset of Community Value under the provisions of the Localism Act 2011” as proposed by Cllr. Buckley and seconded Cllr. Towse was carried unanimously. Point 6 of the motion ““Newby and Scalby Town Council resolves to affirm the Town Council’s belief that Newby and Scalby Community Hall should remain a protected and accessible community resource for current and future generations” as proposed by Cllr. Buckley and seconded by Cllr. Towse was carried unanimously. Proposed Cllr. Bore, seconded Cllr. Thistleton and carried unanimously that “Council notes the views expressed by the members of the public during the public forum and incorporates them in our response to North Yorkshire Council”.
There being no further business to be transacted, the Chairman declared the meeting closed at 2.46pm.
Cllr. Helen Bore, Chairman
Dated: TO BE INSERTED