RA May-25: Residents Association Meeting

RM May -25: Tithebarn Residence Association Meeting

Thursday, 22 May @7:00 pm – 9:00 pm

• Present: Qian Zeng, Janet Stamp; Colin Stamp; Craig Halsey; Katie Bennet; Nancy Halsey; Fayne Hill; Kagabo Hirwa; Nicola Hall; Graham Kendall; Korneel Verhaeghe; John Rowe; Matt Lehnert (from 8pm)
• Apologies: Fran, Marc, Paula, Adam, Jess, Reji
• Previous meeting: No issues for the last minutes
• Allotments web page:
  • Allotments web page has been set up. Further discussion agreed it is a good web page, but it is not always easy to navigate on the phone. Korneel will check with Marc to see if we could improve the design and make it more phone user friendly.
• VE Day
  • 8th May, VE Day 80th celebrations didn’t go through as we didn’t get enough interest.
• Fun Day:
  • The Parish Council’s Tithebarn Fun Day is provisionally planned for 9th or 10th August. We will need more details on the event, including the venue, activities, and confirmed date, and we need to start advertising as soon as possible. The last fun day didn’t raise enough funding as we hoped due to the late notice and the location; it was held at Pinhoe Scouts, and we only had one month of advertising the event. To make the next event more successful, we must advertise as soon as possible through wide channels, such as the notice board at Tesco, the mini library, and the Café. Korneel will check with Paula for more information. Then we need someone to design the flyer.
• Board games:
  • John and Denise will plan the Board games. They aim to hold the first game at the beginning of August. The venue will be either the Strawberry Field Café or the Dunelm. John and Denise will follow this up.
• Food market:
  • We hope to hold the food market at the pocket park every first Friday night of each month. The event group will check its viability.
• Indoor space:
  • Korneel will meet up with Henry to see if we could have an indoor space for our community, maybe a marquee. The chat has been set up for this group.
• Sunday Coffee:
  • Sunday morning coffees and cake at the ISCA restaurant. This could be used as a TRA coffee meet-up. Debra was to contact the ISCA restaurant to find out future dates; however, she was absent from the meeting. We can follow this up with Debra.
• WhatsApp Group:
  • This group is open to all residents, but many scammers try to join. Can administrators ask for the address or postcode before admitting new group members?
• Running group:
  • Every Tuesday evening. We have had a good turnout, the first Tuesday we had 6, and 2nd Tue we had 7. From 6:30 pm to do an 8-shape loop from Strawberry Fields, allowing beginners to drop off halfway through.
• Play park:
  • The play park is due to open in June, so we could use the park.
  • Update: the play park behind Tesco + Muga pitch were both opened on Friday after the meeting.
• Youth provision:
  • YMCA at science park at the dome. For children aged 10-16, on 3rd of June. We need to put more advertisements for this event, such as posting on Facebook, notice boards, etc. Katie is happy to draft something, but we need someone to help design and print the flyers. We could print our events on a flyer on a regular basis and put them on notice boards. We could even use Sainsbury’s or other adjacent supermarkets.
• Adoption process:
  • Korneel will meet with Henry Massey and Angie to discuss a.o. the council’s plans and ensure a smooth handover. Group discussion included poor construction in certain areas and many places that do not adhere to the original plan. There are about 500-plus issues that need to be addressed.
  • We voted to approve the motion to request a formal plan of action from the councils. Korneel will draft the proposed letter, and Matt and Katie will assist in drafting it. Letter to be approved at the next meeting.
• Any other business:
  • Remote voting. Local resident wanted to know if we accept remote votes – however did not put forward an official motion. Discussion covered potentially considering it on an individual basis. (For example, at least 50% of attendance at the RA meetings, and have some level of commitment to the RA, but due to personal or health reasons that prevent them from being present; the remote voting could only be limited to some specific votes, not all types of votes). General agreement not to open to all residences. We will put this into next meeting to discuss.

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Agenda

Present:

Apologies:

Minutes of the previous meeting:  These were circulated within a week of the previous meeting. They are at https://tithebarn.uk/event/ra-mar-25-residents-association-meeting/

Matters arising:

• Consultations page to be set up by Marc Coton.  Now done and available at: https://tithebarn.uk/consultations/
• Allotments update.  Page set up by Marc Coton.  Now available at https://tithebarn.uk/allotments/  Request for further time details has been made from BPC.
• Events:
  • VE Day Celebrations – didn’t muster enough interest to go ahead.  Cancelled in planning stage.
  • Parish Council Tithebarn Fun Day – either 9th or 10th August.
  • Board Games event update
  • Market Food for Friday Nights – update
  • Sunday Morning coffee and cake at the ISCA restaurant.  Debra to find out dates.
• Indoor Space group now set up.  Update from Korneel after contacting BPC.
• Sports and Fitness group now set up.  Update from Korneel.
• Youth Provision.  Marc has set up a page called https://tithebarn.uk/youth-provision/ to detail the timeline regarding what is happening about youth provision.
• Adoption Process
  • Following the January meeting, the request for formal plan of action from all councils was postponed until May 2025.   The matter returns to the agenda.  The proposal is:  “A motion to request the Residents Association seek a formal plan of action from Broadclyst Parish, East Devon District and Devon County Councils to ensure the successful delivery and long-term future of Tithebarn.”

Any Other Business