7.45 PM ON WEDNESDAY 8 SEPTEMBER 2010
MINUTES
Present: Miles Thompson (Chairman), Mirielle Levy, Louise Robertson, Paula
Reynolds, Nick Robinson, Raquel Stremme, Derek Summers, Peter
Higgins, Nicholas Orme.
In attendance: Rebecca Hill (Managing Agent)
Minute taker: Emma Thompson
- Apologies
Richard Dorey (WRA). - Private Business
None. - Approval of minutes from meeting 27 (14/07/10)
The minutes of the meeting were approved as a correct record subject to the removal
of an ‘s’ from Rebecca ‘Hills’. - Matters arising
4.1 The minute taker reported that she had again followed up with the WRA webmaster
but still no action had been taken. They kindly agreed to pursue the matter again –
open.
4.2 The Managing Agent confirmed that there was nothing in the Memorandum & Articles
which would preclude the WMC from appointing a previous director to undertake the
role of Committee Secretary. As determined by Clause 3, sub-clause 3.1.2, the
Management Committee had the authority to appoint staff as it saw fit to administer
the estate. The Chairman confirmed that the individual had been contacted and had
re-affirmed their willingness to undertake the role (item 4.2).
RESOLVED
To implement the necessary arrangements in order to delegate activity to the
Committee Secretary.
4.3 Two directors commented that they remained unable to access Google documents,
the shared area for directors of the Management Committee (item 4.3).
RESOLVED
Chairman to provide guidance to directors concerned.
4.4 The director who was taking over the responsibilities of Treasurer had notified other
Committee members, WRA Chair, OM and Critchleys of this change in responsibility
(item 6) – closed
4.5 OM Property Management had contacted Critchleys accountants to confirm the
timetable of production of the management accounts – closed.
4.6 OM Property Management confirmed that they had written a letter of refusal to the
resident who had made an application to build on a neighbour’s roof space (item
8.7.1) – closed.
4.7 OM Property also reported that it had written a response to the correspondent
enquiring about the possible installation of CCTV (item 8.7.2), had engaged a
cheaper contractor to repair emergency lighting (item 8.9.1) and had referred the
issues of remedial works to lifts and the costing of the cartaker role to the ABSC
(item 8.9.2) – closed.
4.8 The Director for Complaints had replied to those residents who had raised concern at
the poor state of planting in Lark Hill – closed.
4.9 Subsequent to the decision made by the GSC concerning the maintenance of the
wildlife corridor adjacent to Bainton Road, the police had advised that the current
defensive planting of brambles was the best deterrent against disruptive behaviour
adjacent to those properties along Bainton Road. As a result, it had been decided to
retain the status quo – closed. It was noted that funds that would have been spent on
that area could now be directed for maintenance across other parts of the
development.
- New Directors
5.1 The Chairman reported that since the last WMC meeting he had received four
expressions of interest from residents to become directors. Three had completed
statements for review by the Committee. The fourth person remained interested but
the Chairman had been unable to discuss the role with them any further.
5.2 Two individuals from the same property had expressed a desire to become directors
of the Management Committee. OM Property Management confirmed that whilst both
could become directors they would have to share a vote at the Committee and AGM.
RESOLVED
WMC agreed to co-opt Richard and Sally Doyle subject to them being appraised of
the one vote rule and agreeing to this restriction. [Post meeting note: they have
subsequently confirmed they understand the voting restriction and are both happy
still to become directors – OM to send them relevant forms]
Nicholas Orme was also co-opted on the basis that this would give him sufficient
opportunity to find out what the role entailed before considering whether to resubmit
his name for endorsement at the AGM, next March. - Health and Safety
6.1 The Chairman had still to forward the details from the Health & Safety Report
produced for 2009/10 to OM Property Management in order to confirm that all actions
had taken place (item 5.5) – open.
6.2 The tree adjacent to the boundary with the Waterways development in Lark Hill which
had previously caused damage within the estate had been felled and no longer
remained a hazard (item 5.2) – closed.
6.3 OM Property Management had issued a letter to residents urging vigilance and which
cautioned leaving windows open on the ground floor. This had been distributed to
residents on 27th July – closed.
6.4 No other health and safety matters were reported. - Update from Managing Agent
7.1 Subsequent to the Committee’s discussion concerning the request to consider the
installation of CCTV, a further letter had been received reporting the theft of bicycle
parts and calling again for the installation of CCTV. The Committee agreed that
CCTV was not a proportionate approach or practical response to the level of crime
within the development.
RESOLVED
OM Property Management to draft a letter and send to the Chairman for approval
before issue to the complainant. (Post meeting note: further liaison with OM and
Minute Taker has established that Chair’s intention on this was not clearly expressed
at the meeting and that it had been understood by OM that the instruction was to
copy the letter to the Chair, which has been done.)
8 Items from WRA
8.1 The Lead Director of External Affairs confirmed that a communiqué had been issued
to OCHA stating the WMC’s disappointment at not being consulted on the change to
the Rackham Place signage – closed.
8.2 A fire safety article had been prepared for inclusion in Waterways World – closed.
8.3 At the last meeting of the WRA concern had been expressed by a canal resident that
the waste contractors, Biffa, had been finding it difficult to gain access to the bin store
situated on the canal. It remained unclear what obstruction within Complins Close
was generating the problem as the contractors responsible for removing the domestic
waste from the Close were not having similar issues. Biffa would have to come on
site and explain their concerns if the situation was to be resolved.
RESOLVED
OM Property Management to assess the state of cleanliness of the bin store to
establish whether the problem remained. If there did not appear to be a problem then
there would be no need to contact British Waterways.
OM Property Management reported that the right of access through Complins Close
to access the bin store was still under investigation – open.
- Appointment of a new Chairman to the Management Committee
9.1 The current Chairman reported that he would have to tender his resignation with
effect from the end of this meeting due to increasing work commitments. He stated
that he would remain a director and in particular would continue to pursue the lease
for the community meeting room. He thanked the Committee for its support.
9.2 After considerable discussion, Louise Robertson volunteered to take on the role until
the March AGM but, in order to complete this role, she would rely heavily on support
from Committee members particularly because she was already heavily involved in
ABSC and GSC.
RESOLVED
Louise Robertson was appointed to the role of Chair with effect from the end of the
meeting. - Maintenance of landscape areas used for informal play
10.1 The Lead Director for Complaints reported that he had been in discussion with
residents at Lark Hill who had concerns over the landscape areas and two opposing
perspectives were clearly evident amongst residents. After a long discussion it was
agreed that proposed designs should be commissioned based on the following
criteria
- the area would remain safe for toddlers but would deter ball games
- the scheme would enhance the visual amenity
- should not include the planting of additional trees due to the poor soil conditions
- should exclude the provision of benches
- would involve the removal of grass and the surrounding hedge but none of the
other remaining landscape planting.
OM Property Management felt that they could ask their suppliers to provide designs
for no fee.
RESOLVED
OM Property Management to invite landscape designers to prepare a plan for the
use of the area including approximate costs for implementation. Three choices would
be drawn up and circulated to WMC members who would confirm whether they were
happy for a consultation with residents to ensue based on the designs presented.
Following the circulation of designs to residents in Lark Hill to obtain their comments,
a final decision would be made by the WMC at its November meeting. It was
recognised that as all residents across the development would have to pay for the
final solution, the final decision should therefore remain with the WMC.
GSC members to advise Rebecca Hill of those plants which have failed to establish
to avoid the planting of similar shrubs.
Director of Complaints to advise resident(s) of Lark Hill of the action being taken.
11 External Affairs
11.1 Nothing to report.
11.2 [Post meeting note: At the July meeting an action was set for the Managing Agent to
investigate the potential of raising a surcharge when properties change ownership, to
cover the cost of incidental damage caused by removal companies. OM had
investigated and reported back to the Chair. OM reported that there are no powers
available to the WMC to impose a surcharge.]
12 Complaints
12.1 OM Property Management re-affirmed that as a result of a designated account
manager being put in place for the Waterways development it would be possible to
provide a synopsis of email complaints – closed.
RESOLVED
Director of Complaints to follow up to ensure this information is made available in
future.
13 Garden SubCommittee
13.1 Nothing to report.
14 Apartment SubCommittee
14.1 Nothing to report.
15 Parking and Traffic SubCommittee
15.1 No progress had been made on the adoption of the roads within the development, as
reported by County Councillor Jean Fooks. The Chair reported that officers at the
County Council had reported to him that the paperwork remained with British
Waterways. The company was being chased by both the Council and Berkeley
Homes to resolve the matter.
RESOLVED
Director (MT) to pass on British Waterways contacts so that new Chairman can draft
a suitable letter of concern to put pressure on the company to progress the adoption
of the roads.
16 Community Room SubCommittee
16.1 OM Property Management was thanked for paying for the ongoing legal fees to
progress the issue. The lease was now with the WMC lead director for checking
before submission to the freeholder’s solicitors.
17 AGM SubCommittee
17.1 The Committee was advised of a new date – 22nd March – with fall back date of 6th
April. St Margaret’s Institute had been booked. A formal notice would be issued after
Christmas. In the meantime, an article would be included in the next edition of
Waterways World.
RESOLVED
Chair to draft an article for inclusion in Waterways World.
18 AOB
18.1 It was noted that the accounts would have to be agreed before the next scheduled
meeting of the Committee.
RESOLVED
To delegate authority to the Treasurer and Chairman to approve the accounts for
submission to the AGM.
18.2 Jim Campbell had notified the Chairman of the Committee that, due to a restructuring
at the City Council, a new community team had been appointed for North Oxford.
They had been invited to tour the St Margaret’s Ward on Monday 4th October and
were likely to be in the vicinity of Kids Unlimited by 2.45 pm. Anyone from the
Committee who would be available at that time was welcome to introduce
themselves and identify any potential issues of which the community team should be
aware.
RESOLVED
Chairman to forward a copy of the email received for members of the Committee to
inform Jim Campbell if they would be available.
18.3 At a recent meeting of the Canalside Partnership Group, a proposal had been raised
by James Clifton, from British Waterways, to plant along the stretches of canal path
which had been resurfaced. Suzanna Pressel, the lead City Councillor for Jericho
and Osney volunteered to coordinate the scheme if it takes off. It was anticipated that
volunteers would be responsible for planting and maintenance.
RESOLVED
Director (PR) to prepare an article requesting volunteers to contact Suzanna Pressel
in the next edition of Waterways World. Her e-mail is cllrspressel@oxford.gov.uk.
18.4 The Committee thanked the current Chairman for his commitment to the role at the
close of the meeting.
19 Date of next meeting
19.1 Tuesday 9th November 2010, Anchor, 7.45 pm