Professional Letter

							   FULFORD PARISH COUNCIL                        MRS J M FLETCHER    Telephone/Fax 01904 728007
                                                 PARISH CLERK
                                                 “EPPLEWORTH”
                                                 MAIN STREET
                                                 DEIGHTON
                                                 YORK
                                                 YO19 6HD       e-mail: parishclerk@fulford39.fsnet.co.uk

 4th May 2011

 Dear Councillor

 You are summoned to the Annual Meeting of Fulford Parish Council to be held on MONDAY 9th May
 2011 in the Social Hall, School Lane, Fulford at 7.00pm.

                                                AGENDA

Annual Meeting
1. To receive any apologies for absence
2. To accept nominations and appoint Chairman for forthcoming year.
3. To accept nominations and appoint Vice-Chairman for forthcoming year
4. To accept delivery of declarations of acceptance of office and Registers of Interest.
5. To approve the minutes of the meeting held on 4th April 2011 and to note any minutes of sub-
    committee meetings.
6. To appoint Committee Members, Officers and Representatives for the forthcoming year.
    (Please note that Committees and sub-committees will appoint a Chair at the first meeting)
          a) Cemetery Committee & sub-committee
          b) General Purposes Committee
          c) Social Hall sub-committee
          d) Open Spaces sub-committee
          e) Planning sub-committee
          f) Sustainability sub-committee
          g) Sports Club Representative(s)
          h) YLCA representatives (2)
          i) Publicity Officer (if appropriate)
          j) Health & Safety responsibility
          k) Staff matters and appraisals etc.
          l) Residents’ Committee representatives
          m) Trustees of Mary Key charity (all councillors are trustees)
7. To approve the Accounts for Year ended 31 March 2011 and agree that the Chairman sign the
    Annual Return including the Statement of Assurance.
8. Internal Financial Control
 a) To confirm that detailed annual review of the council’s system of internal control was carried out by
     GPC on 19th April 2010 and will be reviewed by GPC on 17th May 2011.
 b) To confirm that a detailed annual review of the effectiveness of internal audit is to be carried out by
     GPC on 17th May 2011.
 c) To confirm internal auditor for 2011/12 as J Bennett, Yorkshire Audit Services.
 d) To confirm the Council’s Financial Risk Assessment and Financial Regulations for 2010/11
     including delegated powers. (to be further reviewed by GPC on 17th May2011.
 e) To confirm the Council’s Health & Safety Policy for 2011/12
 f) To confirm other council policies, data protection, information technology, freedom of information/
     publications policies, gifts policy, equality and complaints procedure.
 g) To confirm insurance Policy (renewable 1 June) to be reviewed by GPC on 17th May 2011.
 h) To confirm cheque signatories on current and wages accounts and sign new mandate/s
 9. To resolve to renew annual membership of YLCA, YRCC, NPFA, YPA, ICCM & LGMB
10. To confirm that wages and salaries will be in accordance with recommendations of NJC agreement for
    local government workers and that all staff is eligible to join the North Yorkshire Pension Fund.
    And to decide on arrangements for staff appraisal.
11. To set the times, dates and place of ordinary meetings of the full council for the year ahead.
12. To decide whether to set the times, dates and place of sub-committee meetings in advance.

Ordinary Meeting
1. To receive any members’ Declarations of Interests in any matter included on the agenda.
2. To consider any applications for co-option to fill the remaining vacancy.
3. To adjourn the meeting to receive any Parishioners’ Questions, Police crime report & any report from
     Residents Association.
4. Clerk’s Items and report on items in progress (for information)
    a) Monthly schedule of Website changes
    b) Internal Audit visit – took place on 13th April 2011 and to receive report and agree to delegate action
        to GPC.
    c) To note action regarding vandalism and insurance claim for play equipment/replacement.
5. GENERAL PURPOSES COMMITTEE
    To resolve to delegate detail of the following issues to General Purposes Committee for recommendation
    to full council at June meeting
    a) To consider draft Standing Orders (revised)
    b) Annual review of Financial Regulations.
    c) To consider revised draft risk assessment.
    d) Insurance arrangements for 2011-12 including consideration of fidelity guarantee limit.
    e) Internal Audit report (final 2010-11) including any remedial action.
    f) Annual review of effectiveness of internal audit.
6. SOCIAL HALL
    a) To decide on remedy for electricity supply to kitchenette.
    b) Users for April
7. OPEN SPACES & ALLOTMENTS
    a) Report of Open Spaces SC meeting held 11th April
    b) Report of allotment meeting held on 27th April
8. CEMETERY
A To receive reports of Cemetery Superintendent
B To note opening of green burial area took place on 4th May 2011.
9. PLANNING & any report from Planning Committee
New
A 104A Main Street, Fulford (11/00770/TCA) – Reduce by 30% Hawthorn and Oak trees in the
Conservation area.
B Water Fulford Hall (11/00725/FUL) – Naburn Lane to Fulford Hall Farm track – Construction of earth
bund with landscaping.
Decisions
C Eliot Court, Fulford (11/00419/TCA) - Fell self sown tree in the Conservation Area – No objections
D Sir John Hunt Memorial Homes, Main Street, Fulford (11/00525/TCA) - Fell Conifer to rear of No.
    24, Fell Conifer to side of No 24, Fell Conifer to rear of No. 25, Fell Conifer to side of No. 25
    (Trees in the Conservation Area) – No objections




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Applications withdrawn
E Plough Inn, 48 Main Street, Fulford (11/00126/FUL) - Erection of a single storey detached building
comprising six bedrooms.
F Fulford Methodist Church, Main Street, Fulford (11/00385/FUL) - Conversion of Church use (Class
D1) to dwelling use (Class 3) including demolition of attached school room, erection of
greenhouse/store and creation of two parking spaces
10. Sustainability Committee report
11. CORRESPONDENCE
A      Letter to Parish Council from Verna campbell dated 9th april 2011
B Action taken by CoYC regarding North Selby Mine site
C Note from Colin Campbell regarding membership of sub-committees
D Resurfacing work – Tilmire Close & Low Moor Avenue to commence May 2011
E Planning Noticiation of Direction under Article 4(1) re: change of use from class C3 to C4 (HMO)
12. To notify the clerk of matters for inclusion on the agenda of next meeting.
13. Date of next meeting(s)
       Full Council – 6th June
       General Purposes Committee – 17th May 2011 at the Old Library 7.30pm.
       Open Spaces SC – 27th June 2011


  Yours sincerely,
  Jeanne Fletcher
  Clerk to the Council




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