Minutes of the Ferrensby Village Meeting held on September 15, 2025

Date: 15th September 2025

Venue: Arkendale Village Hall

Chair: Jonathan Pow

Clerk: Sue Aspinall (nominated), supported by Pooja Pow (newly appointed). Outgoing Clerk: Julie McKay

Attendees: 27

Apologies: Penny & Barry Cooke, Caroline & Martyn Wilson

1. Welcome & Review of Minutes

• Previous minutes approved with no issues.

2. Finance Update

• Expenditure:
• £696.02 – village camera (access links to be circulated – by request to chair@ferrensby.com)
• £180.48 wire for pond cages
• £234 defibrillator battery
• Current balance: £5956.71

Action Points:

• Circulate camera access links (Chair via mailing list).
• Villagers to review footage based on date/time to report any dangerous driving/ speeding via NY Police website
• Chair, Clerk & 3rd checker to ensure all financial transactions are up to date.

3. New Roles & Governance

• Clerk: Sue Aspinall – nominated (supported by Pooja Pow) proposed by Chris, seconded by Pauline.
• Sue introduced herself and thanked Julie for her service.
• Banking:
  • Robin Phillips to be added as third checker.
  • Sue Aspinall to be added as new clerk
  • Inactive users to be removed from account.
  • Monthly checks to be diarised.
  • AGAR to be completed at end of financial year (April 2026)

Action Points:

• Chair to complete NatWest updates (add Robin & Sue, remove inactive users) – by October 2025.
• Clerk to diarise financial checks.
• Clerk and Chair to complete AGAR with 3rd checker to review prior to Spring meeting

4. Website & Communications

• Village website costs: £267.74 for hosting/running outstanding balance since December 2021 (may increase per year).
• The site may need to comply with gov.uk requirements.
• Jonathan manages the website; Stephen may assist.
• Jonathan confirmed that all future important village information and notices will be via the Website (ferrensby.com), email via the Mailing List, the Whatsapp group and the Village Noticeboard (no paper invitations will be handed out).
• Facebook group “Ferrensby Forum” set up (admin: Jasia).

Action Points:

• Jonathan & Stephen to review website compliance and future hosting costs.
• Outstanding balance to be re-imbursed to Jonathan Pow once new Clerk and 3rd checker added to Natwest account
• Jasia to continue managing Facebook page and adding members.
• All future communications will be via Website, Mailing List, Whatsapp group, and Village Noticeboard

5. Volunteer Coordination

• Coordinators assigned:
  • Sue & Jasia – volunteer coordination and social events.
  • Robin Phillips – Finance & commuted funds
  • Stuart Payne & Paul Dewey – Highways & road safety
  • Julie McKay – Planning updates
  • Jonathan – Website management

Action Points:

• Jasia & Sue to explore hosting the next village meeting (May 2026) at the General Tarleton.
• Sue & Jasia to consider quiz nights / social activities & to liaise with GT team about these

6. Commuted Funds Presentation (Robin)

• Three expired sums may still be accessed.
• Process: confirm eligibility → submit project → approval → village pays upfront → reclaim from council.
• Suggested projects:
  • Traffic calming & signage (“Welcome/Drive Carefully”)
  • Verge fencing
  • Biodiversity protection (pond, wildflowers, benches)
  • Allotments accessibility / sustainability
• Robin to contact council re: merging verges (linked to Stephen Biddulph).
• Clerk to complete Street Furnishings Licence (with map and installer quote).
• Rod Beal shared history of Village Garden; plans to step down Jan 2026. Lease = £30/ year.
• Proposal for community garden working party agreed.

Action Points:

• Robin to confirm verge status with council.
• Clerk (Sue & Pooja) to complete street furniture licence (by October 2025)
• Julie to continue investigating allotment access & update Clerk/ Chair (by November 2025)
• Jonathan to co-ordinate working party for community garden along with Rod, Julie and Pauline (update required November 2025).
• Explore commuted fund eligibility for tree felling/willow management in village garden.

7. Pond & Ecology

• Plans approved in principle for gateways, signage, benches, pond projects (Proposed Julie, seconded Stephen).
• Frank to liaise with Clerk & Chair and continue pond updates.

Action Points:

• Frank & Robin to prepare draft plans for submission to council (commuted funds)
• Jonathan to cut back wildflowers (12-inch autumn cut, lay clippings).
• Jonathan to trial chalky soil wildflower seeds.
• Jonathan/ Frank to strim wildflower verge (agreed by Pauline & Julie). 
• Pond working party group to create more plant cages and add more pond plants (to update by December 2025)
• Jonathan to look into feasibility and cost of wildflower verge next to Pond & Pond Cottage wall  

8. Highways & Road Safety

• Stuart liaising with Cllr Robert Windass (no updates yet).
• Signage costs: £580 to £1,200 + VAT.
• Bin stickers approved (£100 for 100) – proposed Chris, seconded Julie.
• Paul Dewey fixed 30mph sign; liaising with Area 6 (engineer Zoe).
• Developer has funded flashing sign maintenance.
• Clerk to submit Street Furniture licence (required for fencing/signage).
• Wording for signage still to be agreed.

Action Points:

• Stuart to continue chasing NYCC on gateways – approval to install (update by November 2025).
• Clerk to submit furniture licence with map/quotes (Sue/ Pooja to complete by October 2025)
• Stuart Payne to liaise with Clerk to order bin stickers.
• Paul Dewey and Stuart Payne to update by November 2025

9. Village Planting & Green Maintenance

• Village pots have been well maintained (Julie, Pauline & neighbours).
• It was agreed that pots are not safe at the village entrances.
• Proposal for “Adopt a Pot” scheme.
• Budget to be ad-hoc, receipts reimbursed by Clerk.
• Village Green to be cut every 2–3 weeks (Frank coordinating).
• Pond area: Jonathan to cut wildflowers, Frank to strim baskets.

Action Points:

• Julie & Pauline to coordinate adopt a pot with prior agreement/ approval from Sue and Jonathan for payment/ costs
• Jonathan to proceed with autumn cut & reseeding of pond verge (Spring 2026).
• Frank to manage the village green mowing schedule.
• Robin to look into option of bench on Village Green +/- fencing

10. General Tarleton Accessibility

• Chris raised the need for better wheelchair access & disabled toilet.
• Joy to continue pushing for improvements.
• Stephen suggested checking GT’s legal obligations as an employer.
• Jonathan to invite ideas by email and collate responses.

Action Points:

• Jonathan to gather ideas from villagers and share with Chris.
• Chris to have dialogue with GT.

11. Memberships & Subscriptions

• YLCA membership (£148) approved (proposed Jasia, seconded Sue).

Action Point:

• Clerk to contact organisation regarding details of support offered
• Clerk to process payment from village bank account.
• Clerk (Sue/ Pooja) to liaise with YLCA to organise training to effectively manage clerk role and requirement

12. Any Other Business

• Sue asked for any suggestions or ideas to be discussed with her prior to the next meeting
• Next Meeting TBC (likely May 2026)

Summary of Key Actions Before Spring 2026

• Finance/Clerk: Bank updates (Sue as clerk, Robin as checker), remove inactive users, process YLCA payment, order bin stickers.
• Commuted Funds: Robin to confirm verge status, Clerk to submit licence (paperwork to be completed with Paul, Stuart, Robin, Jonathan and Sue)
• Jonathan/ Rod to help organise garden working party.
• Pond/Ecology: Jonathan autumn cut & seeding, Frank to draft pond projects/signage/bench plans.
• Highways: Stuart to chase council on gateways, Paul & Stuart to continue to liaise with council/ Area 6 re: road safety.
• Village Planting: Julie & Pauline to discuss with Clerk/ Chair re: costs
• GT Access: Jonathan to gather ideas, Chris to liaise with trustees.
• Website/Comms: Jonathan & Stephen to check compliance, Jasia managing FB forum.