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RA Sept-25: Residents Association Meeting

Thursday, 25 September @ 7:00 PM - 9:00 PM

The Black Horse function room, 7pm to 9pm.

Attendance:  Paula Fernley, Henry Massey, Stephen Perry, Debra Perry, Reji Kambarakaran, Nicola Hall,  Graham, Janet Stamp, Nancy and Craig Halsey (Chair), Qian Zeng, Marc Coton (Secretary)

Apologies:  Alwyn Joy, Jon Rowe, Katie Bennett, Fran Aggleton,

 

Matters carried forward:

  • Remote Voting
    •  Discussion took place regarding potential scenarios regarding this issue.  
    • Decision:  Not to progress at this time.  To potentially re-evaluate in no less than six months time.

 

Agenda:

The Chair welcomed Henry Massey, chair of Broadclyst Parish Council, who presented the following report. 

https://tithebarn.uk/wp-content/uploads/2025/07/BPC-Chairman-update-to-Tithebarn-Residents-Association-25-09-2025.pdf

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Broadclyst Parish Council

Tithebarn Residents Association update 25/09/2025

1.         Adoption of separate areas and the instalment of respective management companies

1.1.    The parish council does not have this information.

1.2.    The adoption process is between principal authorities and landowners / developers.

1.3.    The parish council has suggested alternative stewardship models for strategic sites to EDDC, including a menu-based, multi-agency stewardship model that we feel would work well, with different public bodies and agencies taking responsibility for different aspects in accordance with their own statutory duties.

2.         Updates and timeline for allotments being available

2.1.    See table on last two pages [of attachment].

2.2.    The parish council holds a waiting list; there are currently a lot more on the list than there are plots.

2.3.    We continue to negotiate for half and quarter size plots which are more appropriate for the modern household, a model that has worked well at Westclyst.

3.         Youth provision: is there a plan for more consistent provision?

3.1.    The SLA with the YMCA sets out targets for provision across the three main villages. At its most recent review, the SLA was found to be on-track with delivery.

3.2.     Regular pop up due to take place from then every 2 weeks.  The new staffing is due to be advertised as 3 evenings a well to allow for 3 groups weekly. 

3.3.    The lack of meeting space remains a challenge. The Dome has been used for pop-ups which has worked to a degree; there are safeguarding and security considerations around entering the main building for toilets, which needs more thought going forwards. 

3.4.    The YMCA and parish council continue to look for solutions.

3.5.    Volunteers are sought to help support delivery.

4.         Sports pavilion

4.1.    This matter is with East Devon planning.

4.2.    Revised plans to address levels issues are anticipated for the sports pitches.

4.3.    Ideally delivery of the primary school and sports pitches (Phase 1) will happen at the same time.

5.         Primary school

5.1.    This matter is with Devon County Council. It is understood that the feasibility study (estimated cost £50-80k) is due to take place imminently (if indeed it has not already commenced). 

6.         Signage for Tithebarn on the main road

6.1.    The parish council has agreed funding, which has been conveyed to Highways (who will provide the signs).

6.2.    A Neighbourhood Highway Technician is in the process of gaining the quotation for sign-off.  Most recently, BPC’s invoicing address has been requested, which feels as if the process is moving in the right direction. 

6.3.    We have asked the team for an update on projected timescales for completion – an update of which is awaited.

7.         Key for notice board access

7.1.    This has been given to Marc Coton

8.         Placement of community notice board by the community centre / Tesco / Strawberry Fields

8.1.    The parish council has approved in principle the funding of a noticeboard, with quotes going to Finance Committee in October for approval.

8.2.    This has been discussed with the Property Manager, Hannah Doulin, requesting whether a noticeboard is possible and whether there is a preference to be attached to the building or “stand alone” in the main square.  The response was “A standalone noticeboard would be the preferred option. Could you propose some locations and confirm any fixing details so that I can check no underlying services will be affected.”. 

8.3.    Once we have quotations for boards (and designs), we will continue with discussions in order to overcome the points noted by Eagle One.

 

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In addition it was noted:

  • BPC meeting on Monday 6th October  will include proposal about including a community space into the Primary School plans. It will also include a discussion about management company model proposed above. 
  • All residents are encouraged to attend parish council meetings.  All meetings are open to the public and all agendas are issued at least 7 days in advance.   Only items on the agenda will be discussed.  The public are welcome to ask questions (see notice boards for details).
  • The last meeting was ran hybrid, so people were able to attend online as well as in person.  Meeting joining details were published on the agenda and it is intended that some future meetings will also be hybrid.
  • Letter sent out by First Port to residents on the Minerva estate was done in ERROR.  FirstPort are not responsible for Minerva estate yet as the handover hasn’t happened.
  • Whilst the Allotments waiting list exceeds the number of plots currently, residents are still encouraged to apply as the plot size may be reduced to make plots more manageable, and residents lists are typically inflated with those who have left the area, and those who have obtained allotments elsewhere.
  • Youth Provision is scheduled to start every two weeks from 8th October in Tithebarn.  Marc has put up 12 A3 posters on behlaf of YMCA.  
  • Requests for volunteers are being made by YMCA and interested people should contact BPC.
  • When recruiting has happened, Tithebarn Youth Sessions will become weekly.
  • Sports pavilion, currently with EDDC, waiting for revised planning after lots of input from stakeholders.
  • Primary School is now at the feasibility study stage.  Funding has been agreed for this stage.  No-one is able to estimate how long the feasibility study takes.   Henry Gent is primary contact for progress. 
  • Issues with street lighting should be photographed and reported to Paula Fernly and  BPC clerk please, who will co-ordinate with developers.
  • Play Parks remain at various stages of incompletion.  Action: PF to ask for report of all locations and statuses please.
  • Tithebarn Fun Day was a success, and thanks went to BPC staff.  Henry Massey provided clarification about how the Broadclyst Fun Day is managed, actually being led by volunteer time and not BPC staff time as many thought.    It is for the community to lead and HM recommended that TRA establish a sub-committee to lead on this.  BPC will be available to support and works best with specific focussed tasks that they can assist with.
  • The planned path between Tithebarn and Cranbrook is still several years away.  At Broadclyst Station there is a park that is being finished and will form part of the path eventually.  Action:  PF to invite person from EDDC to provide update on progress for the path.  
  • BPC Grant application remains available and TRA were encouraged to apply again via the form on the website.  Action: CiCi to apply.
  • The notice boards can be used for community announcements.  Contact Marc for details.
  • Henry Massey was thanked for attended and left.

 

Following on from the suggestion to establish volunteers to run the Tithebarn Fun Day, a plan was formed to have a community Christmas event.  This included the suggestion that we erect a 

Christmas Tree, in the town square or the Pocket Park (between Bayley Place and Town Square carpark entrance).  Other ideas included having a choir and creating the Advent Calendar trail that culminated in the Tree with mulled wine and soft drinks being served.  Working date for this was agreed as Saturday 4pm, December 20th.  

Action:  Stephen and Debra Perry to start conversation in group chat.  

Action:  Paula to help with approaching Eagle One for permission.

Action: Qian to apply for Community grant to cover mulled wine for Christmas event

Action: Qian to chat with Katie and Jess regarding the Advent Calendar trail running again.

 

Report from the Secretary:

  • Proposed meeting dates for 2026 
    • Wed 21st Jan (AGM)
    • Thurs 21st May
    • Wed 23rd Sept
    • Decision:  AGREED
  • Membership currently stands at 86 verified members.  Our WhatsApp group contains 83 people with 68 being verified members.
  • WhatsApp groups count currently stands at 17.  Proposal is to close every chat has has not been active in the last 6 months so membership is easier to manage.  We get a lot of spammers trying to join and this will make it easier to reject them.
  • Decision:  AGREED

Repair Café

  • Paula is scoping locations and dates.  Currently planned for 3rd weekend in Jan, 10am to noon at
  • Westclyst.  If you would like to get involved, either in repairing, serving drinks or attending the event the contact Paula.

______________________

Agenda issued:

The Black Horse function room, 7pm to 9pm.

Agenda

Attendance and Apologies

Approval of the previous minutes:   https://tithebarn.uk/event/ra-may-25-residents-association-meeting/

Items:
BPC Update, Henry Massey, Chair of the Parish Council.

  • BPC have been asked for an update on the following issues, and Henry has agreed to attend to provide it.
    • Adoption of separate areas and the instalment of respective management companies
    • Updates and timeline for allotments being available
    • Youth provision: is there a plan for more consistent provision?
    • Sports pavilion
    • Primary school
    • Signage for Tithebarn on the main road
    • Key for notice board access
    • Placement of community notice board by the community centre / Tesco / Strawberry Fields

 

Report from the Secretary:

  • Proposed meeting dates for 2026.  I would suggest that we reduce the frequency down to three meetings per year to make it more manageable for everyone who volunteers, and to avoid meetings over the summer and Christmas periods.  Therefore I have requested to meet at the Black Horse on:
    • Wed 21st Jan (AGM)
    • Thurs 21st May
    • Wed 23rd Sept
  • Membership currently stands at 86 verified members.  Our WhatsApp group contains 83 people with 68 being verified members.
  • WhatsApp groups count currently stands at 17.  Proposal is to close every chat has has not been active in the last 6 months so membership is easier to manage.  We get a lot of spammers trying to join and this will make it easier to reject them.

Details

Organiser

  • RA Committee
  • Email ra@tithebarn.uk

Venue

  • Black Horse Public House
  • Devon ex1 United Kingdom + Google Map