Tithebarn Residents Association

RA July-25: Residents Association Meeting
2025-07-23 19:00 - 21:00 (Europe/London) | Black Horse Public House, Devon, ex1, United Kingdom

Tithebarn Annual Free Family Fun Day 2025
2025-08-09 12:00 - 16:00 | Pinhoe Scout Hut, Langaton Lane, Exeter, Devon, United Kingdom
Great news! Broadclyst Parish Council are again hosting our annual fun day. It’s at the Scout Hut on Langaton Lane, just a few minutes walk from the lower bus stop. They are providing all sorts of activities including family sports challenges, face painting, a bouncy castle and more. There will also be refreshments at affordable prices including hot drinks and ice-cream.

RA Sept-25: Residents Association Meeting
2025-09-25 19:00 - 21:00 | Black Horse Public House, Devon, ex1, United Kingdom
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,

Approval of the previous minutes:

https://tithebarn.uk/event/ra-may-25-residents-association-meeting/
Decision: APPROVED.

Matters carried forward:

Allotments webpage:

Marc has now set up an  https://tithebarn.uk/updates/ that lists all the current ongoing issues that we are tracking (Allotments, Community Space, Management Company, Primary School, Sports Pavilion, Village Name, Youth Provision) and there is a third menu item on the home page to link to these and make them easier to find.
Action: All to feedback please.

Letters to BPC and EDDC.

https://tithebarn.uk/wp-content/uploads/2025/09/Letter-to-BPC.pdf
https://tithebarn.uk/wp-content/uploads/2025/09/Letter-to-EDDC.pdf
Decision: APPROVED. Action: Korneel to send.

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.

____
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/

Matters carried forward:

Allotments webpage: Marc has now set up an https://tithebarn.uk/updates/ that lists all the current ongoing issues that we are tracking (Allotments, Community Space, Management Company, Primary School, Sports Pavilion, Village Name, Youth Provision) and there is a third menu item on the home page to link to these and make them easier to find. Feedback please.

Letters to BPC and EDDC

Korneel has drafted letters to BPC and EDDC for membership approval. These are at:
https://tithebarn.uk/wp-content/uploads/2025/09/Letter-to-BPC.pdf
https://tithebarn.uk/wp-content/uploads/2025/09/Letter-to-EDDC.pdf

Remote Voting – discussion suggested in previous 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.

Tithebarn Youth Club
2025-10-08 16:00 - 17:00, 2025-10-22 16:00 - 17:00, 2025-11-05 16:00 - 17:00, 2025-11-19 16:00 - 17:00 | MUGA, The Town Square, Gereint Hill, Tithebarn Way,, Tithebarn, Exeter, Devon, EX1 3RS, United Kingdom
Hooray! The Tithebarn Youth Club is back once again. This time it’s at the MUGA (multi-iuse games area) near the town square. It starts on Wednesday 8th October between 4 and 5pm and then every two weeks. There’s hot chocolate as well as games and activities.

It’s run by YMCA Exeter so you know it’s gonna be full of fun! This is for anyone in school years 6 to 11 and it’s funded by Broadclyst Parish Council.

Meet Your Councillor
2025-11-15 10:00 - 11:30 | Strawberry Fields Cafe, Gereint Way, Tithebarn, Exeter, EX1 3RS, Gereient Way, Tithebarn, Exeter, Devon, EX1 3RS, United Kingdom
Come along for an informal chat! Share your thoughts, ideas, local concerns or just say hello. No speeches, no agenda, just a chance to talk about what matters to you and your community.

TIthebarn - You Are Invited!
2025-12-20 18:00 - 19:00 | Strawberry Fields Cafe, Gereint Way, Tithebarn, Exeter, EX1 3RS, Gereient Way, Tithebarn, Exeter, Devon, EX1 3RS, United Kingdom
Everyone in Tithebarn is invited to a special event to celebrate the season. We will be running a community gathering in our town square and offering residents a free tea or hot chocolate from the Strawberry Fields café.
There will be carol singers providing festive cheer, and us at the Residents Association will have our gazebo up to meet and greet locals. Plus we’ll be rewarding every family that completes our Advent Calendar Trail with a chocolatey treat (more details to follow soon!)
The event will run on Saturday 20th December 6pm – 6:45pm. Strawberry Fields will provide tea and hot chocolate & costs will be subsidised by our Parish Council and Teign Housing – so thank you all. To claim a free drink for each resident you will need to bring a voucher that will appear in the December Broadsheet so make sure you look out for you copy. It will be hand delivered by volunteers at the start of the month.
Our wonderful café will also be selling their usual baked goods after hours so you’ll be able to buy some yummy treats to go with your free drink. There’s seating outside so dress up warm to listen to the carols and chat with us about our plans for 2026.
xmas2025-Social-Media-Promo-Invited

RA Jan-26: Residents Association Meeting &AGM
2026-01-21 19:00 - 21:00 | Black Horse Public House, Devon, ex1, United Kingdom
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 17h 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.

RA May-26: Residents Association Meeting
2026-05-21 19:00 - 21:00 | Black Horse Public House, Devon, ex1, United Kingdom
TBC

RA Sept-26: Residents Association Meeting
2026-09-23 19:00 - 21:00 | Black Horse Public House, Devon, ex1, United Kingdom
