RA Jan-26: Residents Association Meeting &AGM

Present:

Marc Coton,, Korneel Verhaeghe,  John Rowe, Matthew Lehnert, Paula Fernley, Alwyn J Veliyeth, Reji J Kombarakaran, Nancy Helsey, Craig Helsey, Pierre Camaly de Brosses, Alex Camaly de Brosses.  Guy Morgan (LMT), Tracey Spencer (LMT), Paul Withers (Eagle One)

Apologies:

Debra Perry, Katie Bennett, Janet Stamp, Nicola Hall

LMT and Eagle One Presentation and Q&A

The presenters provided a briefing document and graphics to illustrate proposal.

LNT-EagleOne-JenningsGardens-Graphics

LNT-EagleOne-JenningsGardens-Briefing

Additional notes from questions include:

• The lack of community space was raised and Eagle One stated that they had complied with their obligations in offering it to community interests including the doctors of Pinhoe.  BPC were offered the space at 1/3 of the commercial rent but turned it down.
• The transfer of the ‘creche’ site for community use does not come with any additional support for design, planning and building.  It was conveyed to the presenters that many in the community already see the provision of a community centre as part of the planning that they bought into when purchasing their property, and that fund raising to fund a building on this site will be a significant challenge.
• The offer is to the parish council, but could be extended to other parties should that be required.
  • Action:  Paula to liaise with EDDC to request that other parties such as any community interest groups that are set up will also have the option to buy if/when the BPC decline.
• The offered integrations into the community, selective use of bar, private meeting room, cinema, shared spaces – are not legally binding and could be withdrawn at any time, similar to the way that academies have withdrawn community use for schools.
• The proposal will be presented to BPC at a future meeting on Tuesday 27th Jan.
• The connection to EON shared heating network remains a concern in that EDDC want all new buildings to connect to it, but LMT don’t want to because the plan proposes to use solar panels and and ground heat pumps, which would be a lower carbon source than the gas powered EON network.
• Car parking is designed to accommodate the estimated 60-70 staff that would work there on rota, and the visitors by offering 25-30 spaces.  It was emphasised by residents that overspill must not impact on the problematic parking elsewhere in the village.  LMT emphasised their commitment to sustainable travel and shared that the car park would contain 6 recharging points.
• The argument that the land has not found a viable alternative for community use was countered by the relatively short timeframe (in planning terms) that the estate has existed and that there will not be any alternative land for community use available once this is gone.
• Should the application go to appeal after a refusal by EDDC, the offer for community land with be withdrawn.
• The timeline is estimated as:
  • Planning application submitted by LMT to EDDC by end of Jan 2026
  • Consultation is launched online, with promotion of consultation distributed in Broadsheet in March 2026.
  • Decision will be made by EDDC, and published.  Not earlier than Sept 2026.
  • Construction will take place by LMT & Eagle One.  Not earlier than 15 months later so April 2028.

The presentation and discussions were concluded and LMT and Eagle One representatives left.

• Annual Report
  • The secretary shared that we now have 86 members on the WhatsApp community group, with 370 followers on the Facebook group.
  • The Chair shared that we have ran two successful events in the community this year.  The Tithebarn Fun Day (run by BPC for us) at the Scout Hut over the summer, and the Christmas Social at Strawberry Fields cafe (giving away 127 hot drinks)
• End of year statement of accounts
  • The accounts had been shared previously and are available at: TRA Financial Report FY25
• Election of Committee
  • All members of the committee offered to stand again and were unanimously voted in.
• Vote on elements of the constitution
  • No changes to the constitution were proposed
• Resolutions put forward by members
  • no resolutions were put forward by members
• Incoming Chair Opening Comments
  • Tinashe Verhaeghe has volunteered to lead the Tithebarn Fun Day committee, with the aim of delivering in summer 2026.
• AOB
  • Updates on the primary school were received from councillor Veliyeth.  The cost estimates have now been raised to £9 million and funding has yet to be found to fulfil this, even though DCC continue to say that it is on schedule for opening Sept 2028.
  • A briefing for a community governance review 2026-01-Community-Gov-Review-briefing was circulated.    Councillor Fernley will submit a motion document for the next appropriate meeting in March with the request that it is given agenda time.  It was noted that the forthcoming reorganisation of EDDC and DCC councils makes the window for this shrinkingly small.
  • The village signs are still not installed.  This is being co-ordinated by t BPC who are waiting on DCC to do it.  The recognition of the village of Tithebarn is closer and it was reported that DCC have now updated their bus stop names to include Tithebarn instead of Monkerton.
  • Action:  Marc to push for Stagecoach to update their destinations based on the DCC update.
  • The roles of the parish, district and county were asked for and this provides a good understanding.    https://broadclyst.org/parish-council/council-info/what-councils-do  In addition, BPC holds the Community Intrastructure Levy funds and decides where it is spent although this is not listed.

Meeting closed at 21:30

___

Hello,

Our Annual General Meeting is to be held at The Black Horse at 7pm on Wednesday 21st January.    All ten committee positions will be up for nomination and everyone who is over 16 and a resident of Tithebarn is welcome to put themselves forward.  The area is defined in our constitution and shown on the Tithebarn Village Map as the area in red.   Please use the layers menu in the top right hand corner if it is not visible.  The code of conduct also provides more details about our aims, membership and code of conduct.  Please read this in full before being nominated.

The agenda for the meeting will be as follows:

• Annual Report
• End of year statement of accounts
• Election of Committee
• Vote on elements of the constitution
• Resolutions put forward by members
• Incoming Chair Opening Comments
• AOB

• All matters for the agenda need to be given in advance by Saturday 17th January 2025 at 7pm, including nominations for the committee positions.  To do so, please contact the secretary marc@tithebarn.uk or on 07581 179890 via text or WhatsApp.

• Should more than one nomination be received by the deadline then a simple majority vote will take place.  Voting will take place by the issue of a slip of paper to write your chosen person upon at the time of the vote so please bring a pen!  The current Secretary will count the votes and therefore exclude themselves from voting so as to remain impartial during the counts.   The votes will be counted immediately and a decision announced.

• The voting for the roles will take place in the following order:  Chair, Vice Chair, Secretary and Treasurer, then up to 6 committee members.  Any resident may be nominated for any or all positions and this must be done in advance.  So for example, if a person was willing to stand as Chair, Vice Chair or Committee member then they would need to submit three nominations.  Should that person be appointed Chair then they would be removed from the nominations for Vice Chair and Committee member as they have already been appointed.  Should they not be successful at the role of Chair or Vice Chair then they would remain in the nominations for the Committee member.

• If the current Chair does not wish to stand for the position of Chair then they will have the casting vote in the election of the new Chair.    If they do wish to stand then that role will fall to the current Vice Chair, and in their absence, Secretary.  The new Chair will take over immediately and have the casting vote in the subsequent elections.

• Only one Committee member per household is allowed although nominations from several household members for multiple roles can be made.  Only the first person to be voted into a role within a household will be appointed.  All other household members will be withdrawn from subsequent votes.

• Only members present may vote and each member has one vote.  For this reason, it would be really helpful if anyone who has not attended before could contact me with their name and address in advance so as to avoid the collection of details at the start of the meeting.

• Further communications will be sent out after the deadline of 7pm on 17^h January with a list in advance of those nominated.  Should sufficient nominations not be received then I will detail the process for dissolution of the committee instead (but let’s hope not!)

• Once a committee is formed then we will decide which sub groups to set up and with what aims.  Even if you are not able to stand for a committee position but would be able to support a specific interest (youth provision, communications, planning social events, Fun Day team, liaising with councils or developers, etc) then please make yourselves known in advance if possible,

Thanks to all those who have contributed this year, and to all those who volunteer to help in future.   We look forward to the new team shaping the next phase of our community.

Marc, on behalf of the Residents Association Committee.