RA Meeting March 2024

Minutes

2024/02/01 – Welcome from the Chair and apologies

• Thanks from Fran for all the actions towards our community, including setting up Yoga Classes and delivery of the Broadsheets.
• Apologies received from: Colin Stamp, Stacey Heath, Liam Barrington
• Attendees: 21 residents, Police Community Support Officer Johnathan Simm, County Councillor Henry Gent

2024/02/02 – Matters Arising and Approval Minutes of Previous Meeting

• Previous minutes are available on the website.  They were shared via email and whatsapp.
• Anyone requesting Minutes in a different format is welcome to make a request to RA@Tithebarn.uk
  Minutes were approved.
• Matters Arising is Adoption which will be dealt with after guest talk.

2024/02/03 – Treasurer’s Report – Funding Application / Insurance update

1. 1. The association’s Bank Account has been set up with Lloyd’s bank in January 2024.
   2. A financial policy has been drawn up to provide assurance on asset safeguarding, accounting records keeping, and internal control. We can provide a copy for those who are interested.
   3. 1^st Grant application of £500 has been approved by the council to cover the insurance and running costs, which due to be received soon. The details of the applications are:

Amount	Purpose
£41	50 x A3 laminated posters (Vista Print) – meeting dates
£41	50 x A3 laminated posters (Vista Print) – community event (tbd)
£26	Pack of 100 cable ties (Amazon)
£125	Vista Print 500 tri-fold A4 leaflets
£30	Pack of personalised Residents Association Stickers (Vista Print)
£26	Web hosting and domain name (expenses due)
£130	Residents Association Insurance (Access Insurance)
£81	Contingency to cover ad hoc expenses
£500	Total

• • We estimate to spend about £263 on laminated posters, cable ties, A4 leaflets, Stickers, these are for advertising meetings and community events.
  • £26 on Web hosting for the association’s website.
  • £130 on insurance which is compulsory for setting up the residence association to cover Public & Productions Liability; Employers Liability and Trustees Indemnity.
  • £81 on contingency fund to cover any ad hoc expenses.

The fund offered must be spent within 6 months of the award being made, i.e. we must use up the fund by Sept 2024. If there are any foreseen problems with this spending timescale, we need to notify Broadclyst Parish Council as soon as possible.

 

2024/02/04 – Q&A with PCSO PC Jonathan Simm

• Special constable is volunteer role, please speak to JS if you are interested in volunteering yourself.
• Our neighbourhood policing falls under the responsibility of Ottery St Mary.  The website is  About Us
• 1 Inspector, 1 Sergeant, 4 Police Constables,  2 PCSOs:  On The Team which covers 130 sq miles of rural area
• 
• The PCSO role is different to Response policing which deals with incidents.  The control room in Exeter co-ordinates dispatches to Tithebarn and these may come from Exmouth, Exeter or Honiton depending on who is closest.  The Response Policing has Dogs and Armed Response on all night,
• The PCSO role is about engaging with the public, liaising with community groups and dealing with lower level crime such as dog incidents, neighbourhood disputes,  reassurance visits after a crime and providing visibility.
• Johnathan can be contacted via email at Ottery@dc.police.uk, or via the website Contact form.  He encourages anyone to report an accident, a crime, speeding issues, parking issues, anti-social behaviour.  To report in person, Middlemoor is closest front desk service.

 

• What advice would you give regarding Crime Prevention?
  • Modern houses have good locks which can be supplemented with a burglar alarm.
  • Purchasing an internal camera with motion detection is great for pets and can alert your phone as to movement.
  • Old tactics that make you house look occupied such as leaving lights and TV on, playing music will deter, particularly on timers.
  • Installing a PIR lighting system (Infra-red) which turns on external lights via a movement sensor also helps.
  • Ring Doorbells also work well and the process for uploading the CCTV when requested to aid with detection of an incident is much easier now.  A PCSO can just send a link to request the video file.

• Neighbourhood
  • Devon and Cornwall alerts is a neighbourhood watch system that everyone can sign up for.  It provides notifications about issues in your area and allows users to sign up for specific topics, from farm thefts to scam advice.  Sign up at Home Page – Devon and Cornwall Alert
  • Plus users are able to feed into the process by reporting incidents to the police who will update the notifications.

• Speed Restrictions
  • If a community wishes to have an area monitored for speeding issues then a Speed Data Recorder (SDR) – an electronic device that records speed, vehicle type, frequency, times and other data during a 2 week period.
  • Based on results, speed detection site with a van can be deployed.
  • Community volunteers can carry out a community speed watch.  There is no vetting and a min of 5 people will be needed.  Training is provided.
  • Further details can be found at Community Speedwatch Online

• Issues with Road markings and Signs
  • these are a Devon highways issue.
  • Just because a road has double yellows, doesn’t mean that there is a traffic order associated with it so violations can’t always be prosecuted.

• Parking
  • Parking on Pavements is actionable by the police if it causes an obstruction for pavement users.  This means that a person with a double buggy needs to be able to pass a parked car without having to go onto the road.
  • This needs to be witnessed by a Police Constable in order to take the step of lifting and removing a vehicle.
  • Police focus is to support awareness campaigns that help change attitudes.  Mostly people are just unaware of who else is using the pavements and what other people’s needs are.
  • PCSO has previously leafleted parking violations with high visibility leaflets in Fixed Penalty Notice pockets.  Any photo evidence and number plates can be shared with our PCSO to add to evidence and trigger a visit to the vehicle owner.
  • If a car seems abandoned then please report it.  The Police can investigate and where the owner is not responding and MOT or Insurance is 61 days or more out of date, further actions might be possible.  If the owner responds and MOT/Insurance are valid then no action is possible.

• Noise and Neighbours
  • Noise is an EDDC issue but the Police like to know because it is often a symptom of other poor behaviour that they would want to investigate.  EDDC can install noise monitoring equipment.  Other solutions that might resolve issues quicker include reporting tenants to landlords or involving  a PCSO who can have a word and offer Devon Mediation services.

• Aggressive driving, anti-social behaviour that causes harassment, harm or distress is a serious issue that should be reported via the REPORT button on the website, or calling the Police.

 

2024/02/02 – Matters Arising – Adoption

• Following a meeting by Cllr Paula Fernley (Parish and District Councillor) with Barratts rep  Chris Trollop, more information about progress is  now available.
• The developers represented by Eagle One (Barratts David Wilson, Cavanna, Persimmons) are now progressing the transfer to the Management Company with a view to handing on responsibility albeit with a ‘snag’ list of actions by the developers that they must action.  For eample, raising the path that floods so often.
• Cllr Henry Gent (Parish and County Councillor) has shared the Certificate of Incorporation from 2018 for Redhayes Management Company Limited. (Man Co) and available at Redhayes-Management-Company.
• The situation is that there are significant green open spaces which is not typical for a Man Co.  There is a lot of water to manage which requires specialist knowledge and potential liabilities.  These spaces are a flood plain and some structural issues with drainage have still not been resolved.  Whether these are intending to be resolved before developers move towards the adoption is unclear.
• Paula Fernley reported that there will not be any back charges levied.  Charges will only be made once the Man Co is set up.  There is a ‘pot’ of funds that the Man Co will inherit upon formation.
• Management Companies are not regulated, nor are Management Agents which are appointed to carry out work on their behalf.
• The default position is that the Man Co will be formed and that the Management Agents First Port will be appointed.  Their reputation coupled with a lack of regulation for such businesses and the model of being run for a profit culminate in a situation that might want to be avoided via action from other stakeholders.
• The situation is further complicated by a second management company for the Ashworth Grange and Cherrywood Grange estates.
• Broadclyst Parish Council have been asked for detailed information about the adoption process.  Whilst still awaiting some further details it is understood that there are three options:
  • Man Co defaults to appointing First Port who would inherit the current ‘pot’ of funds and decide charges that each plot owner would pay.  Lack of regulation.
  • Man Co appoints another Man Agent such as BPC.  Charges are levied to plot owners.  More accountability with parish council actions.
  • Man Co dissolves itself and hands all Man Co operations over to BPC.
• Another complication is the disparity and lack of understanding about existing costs.  The precept (that’s the money that the Parish charges to it’s parishioners) already includes costs for maintaining green spaces in Broadclyst village and surrounding areas.  Those costs are already contributed towards by Tithebarn and Westclyst Residents.  Should Tithebarn Man Co duties be taken on by BPC, this would increase the precept for all which may be unpopular and poorly understood.  Westclyst already have their own Man Co and already contribute to this AND to the Broadclyst village green spaces, which would make a precept increase unpopular and poorly understood too.
• The superficial understanding of the Man Co terms is that Plot Owners will have votes and that Developers will hand over control to them.  Further legal experience and expertise should be sought to understand the document in detail.
• Tenants are likely to be represented by their Landlords.  Jess Pinn (Jess@Tithebarn.uk) is a member of the Tennants Association ACORN and offered advice on joining.
• Cranbook Town Council (equivalent to our parish council) have taken on the green spaces so experience is on offer there.  Paula will make contact with them.
• TRA should consider putting a point of view to BPC.   To further this it was agreed by a majority that a working group would be set up as a subcommittee of TRA to lead on The Adoption Process.  Volunteers were sought and the following were appointed:
  • Jonathan Arclay, 
  • Johnathan Rowe – removed as not accurately recorded.
  • Jayne Hill,
  • Matt Lehnert,
  • Dee Ferncott,
  • Craig Halsey,
  • Paula Fernley
  • Davina Kirchoff
  • Debra Perry
• Marc  will set up comms channels for this group.

 

2024/02/05 – Eon pricing updates and Matthew’s letter

• Situation
  • Notice has been received that prices going up from EON and tariffs on offer will change.
  • Other fuel users will see a decrease in pricing but Tithebarn won’t.
  • Matthew is keen to pass on his interpretation although it is not financial advice and he (nor the TRA!) do not accept any liability for the decisions you take!
  • Up until now everyone probably best on Heat  3 with vacant properties best on Heat 1.
  • After April 1st, Heat 2 and Heat 3 might be best for a 5 bed house unless usage falls below 1800 kwh.
  • For a 1 bed it is best to change from H1 to H3 for usage over 1570 kwh, and up to H4  for usage over 5800 kwh.
• Notes
  • FYI, the Heat Interchange Unit (HUI) in the cupboard by the sink has your usage meter.  You can note your usage per day and multiple by 365 for your annual usage.
  • EON website now shows daily consumption with 24 delay.
  • Anyone can Tariff switch online and the website uses annual usage data.
  • You can switch tariffs online daily!
  • Phone calls only review over 3 months, not annually so make sure you check before taking advice and specify annual usage advice only.
  •  Cranbrook is about 25% cheaper because different measures are used. 
  • The newly introduced Energy Act will result in powers of investigation and bring parity with other estates.  This should be resolved this in the longer term but not straight away.
  • As things stand for Tithebarn, there will never be decrease because not just linked to wholesale gas prices but also linked to inflation which won’t decrease.
  • There is an EON stakeholder group with Cllr Henry Gent, Simon Jupp MP, Cllr Paula Fernley who are  trying to look after the interests of the community.
  • It is possible to disconnect from EON and be disconnected for about £56 but not able to remove HIU and you will need to source alternative hot water heating.
• Actions:
  • Facebook post of EON 101 for all to raise awareness for forthcoming changes
  • ML penned letter about our costs going up.  This will be made available to all to send as required.
  • TRA will petition EDDC, DCC, BPC to make a vote of no confidence in District Heating until equity in pricing is in place and it is protected and regulated.

 

2024/02/02 – Matters Arising

• Community Liaison
  • BPC Jake Bonetta is our new Community Connector officer.  He is a staff member of the parish, recently appointed and has met with Fran, Jess, Paula and others on various matters.  Rhiannon is working with Jake on Little Library.  BPC have agreed to fund cost of build and insurance.
  • Jake is co-ordinating the Welcome to Tithebarn road signage.
  • Jess is working with Jake regarding the allotments off Norrish Lane after concern of soil contamination possibility.  The plots won’t be available until end of summer. Cllr Henry Gent to update Jess separately about progress and share at the next meeting.

• Doo Poo!
  • Fran attended last BPC full meeting.  Found out that Dog Poo bins cost £300 to buy and about £300 for emptying.  This service is currently provided in the Parish by EDDC (but not for Tithebarn due to capacity issues).  BPC is investigating hiring person with van to provide this service in future.
  • Best approach is education.  Katie will approach Monkerton School with the idea of designing a logo that we can get made into stickers, add to leaflets and use to promite good practice. 
  • There is a Dog Walkers facebook group that dog walkers are encouraged to join.
  • There is a Dog Enforcement Officer at EDDC who could be invited to future meeting.

 

2024/02/06 – Follow up items from Previous Meeting and Planning Ahead, using Must, Could, Should, Won’t analysis

• Ran out of time.  Carried Forward.

 

---

Agenda

2024/02/01 – Welcome from the Chair and apologies
2024/02/02 – Matters Arising and Approval Minutes of Previous Meeting
2024/02/03 – Treasurer’s Report – Funding Application / Insurance update

2024/02/04 – Q&A with Community Police Officer PC Jonathan Simm (to 7:45)  Please send questions to Debra Parry ahead of the meeting

2024/02/05 – Eon pricing updates and Matthew’s letter (to 8pm)

2024/02/06 – Follow up items from Previous Meeting and Planning Ahead, using Must, Could, Should, Won’t analysis

Quick Wins

Task	Votes	Notes	Owner	MCSW
Walking Group	7	Setup? Marshalls? DP
Little Library	6	Community Connector	RV / JB
Noticeboards	6	Community Connector	JB
Welcome to TB signs	10	Community Connector BCPC	FMA/JB
Community Flowers	10	Community Connector
Walking bus	1
Street Food Vendors	7	Community Connector
Doggie Droppings	4	BCPC update / competition
Extra Recycling
Extra Parking	5
Hedgehog Habitats
Engagement Activities
Community Cafe
Tree Plastic Removal			PF

Longer Term

Task	Votes	Notes	Owner	MCSW
Using green spaces for community activities	5
Community Resilience Planning	7
Post Office	3
Landmark / Public Art	4
Nature Education Group / Foraging / Identifying plants, insects, etc
Community Garden
Allotments
Site adoption
Street Lighting		Langerton Lane / TB Way / Others
Developer Liaison		Matt, Paula, Craig, Katie
Drainage

 

Community Events & Fundraising

Task	Votes	Notes	Owner	MCSW
Bingo Night			DP
Litter Picks	4
Tithebarn Way Tidy Up		Chapter 8 Training	ML / DP
Scarecrow Competition
Christmas Displays	6		KB
Raffle	6
Lottery
Wildlife Photography Competition
Exercise Groups		Science Park