WATERWAYS MANAGEMENT COMPANY
MINUTES OF COMMITTEE MEETING No 108
Thursday 9th May 2024
Present: Roni Hameiri, Ann Hall, Nicholas Orme, Aroul Ramadass (Treasurer), Paula Reynolds, (Acting Chair), Louise Robertson, Brian Shine, Pat Strudwick, Liz Wheater.
In attendance: David Hone (FirstPort), Rachel Dolacinski (FirstPort), Gillian Skyte
(Minutes Secretary),
1 Apologies for absence
Nazeem Dharamshi, Sarah Lally, Kate Lack, Raquel Stremme.
2 Minutes of the WMC meeting 107 (14 March 2024) The minutes were agreed.
The minute taker was thanked for her clear minutes.
3 Matters arising from the minutes.
3.1 (3.1) Work on railings refurbishment started on time but not yet completed. The
railings are in such poor condition we need to start replacing them. New contractor to be found. A resident suggested A W Grace & Son Ltd., OX14 3DA.
Action: FP & a Director
3.2 (3.3) Slow signs in Stone Meadow, replacement has unfortunately been
vandalised. Also, complaint about the new size being too small. Action: FP
3.3 (3.6) FP had written to resident re charging a car via a long lead. Charging point
guidelines to be adhered to. Action: FP
3.4 (6.2) A Director signed this same Deed of Variation document on behalf of the
Management Committee, but it was so slow arriving it finally had to be sent express
delivery by Innovus.
Noted that Docusign could be used, but Director felt that we should continue with
paper, at present. Closed
3.5 (8.9) New notice-board. Grants will be sought to help pay for this new board.
Action: WMC
3.6 (8.1) Information pack for directors. All received. Closed
3.7 (8.2) Role of Directors. All directors to write a short paragraph explaining the role
they are prepared to take on. These will be collected and pieced together.
Meetings Secretary has resigned – She was thanked for all her work in stepping into
the void at Chairman’s death. A Director offered to prepare and send out agendas.
Action: All WMC Directors.
3.8 Management of WMC webdoc and Chair gmail accounts. IT team met and are
working through the documents that need to be uploaded to WRA website. IT Director
requires log-in password to upload. Will ask the Residents Association for assistance.
Action:WMC
3.9 (8.4) Updating Compendium of Directors. This will be done soon. Action: a
Director
3.10 (8.5) Storage of WMC paper documents. Cabinet has been bought and will be
installed in 115 – 141 block. Cupboard has new key-code padlock. Action: FP
3.11 (8.12) Updating the Welcome to Waterways leaflet. A Director has written to
Green Square & WRA for them to update their contributions. There was discussion
about those Green Square houses that are now privately owned through Right-to-Buy
and what their status is on the Waterways. Are they now WMC members? There are a number of other changes that also need to be researched before the 2024 edition is
edited, e.g. WW restricted parking rules. There is no great hurry, as there are quite a
few booklets held by directors.
Work in Progress WMC/FP
3.12 (8.6) EV charging – Contact person with the Waterside low carbon team. Noone has yet responded to Waterways World request for liaison person. Try again.
Action: WMC
4 Sub Committee reports
4.1 Apartment Blocks Sub
4.1.1 Lift modernisation. Hemsworth Lift Consultants attended site to review all lifts.
Next block for modernisation, possibly 108 – 126 Frenchay Road.
Elderly residents in 1- 13 Stone Meadow, 11- 141 Frenchay Road and 30 – 47 Cox’s
Ground. To be aware the 8 – 12 week closure of lift would seriously impact on these
90+ year old residents. Forward plan covering all remaining blocks should be
produced as soon as possible. Action: FP
4.1.2 Roof problems 108 – 126 Frenchay Rd; Midland Roofing work now complete.
Further damage, because of the extreme storm event on 22nd Feb, has since caused
more damage. FP did not approve the extra £10,000+ charged to the block. FP have
commissioned Acorn to repair storm damage. The scaffolding has been up since
October 2023 and needs to come down. Action: FP
4.1.3 Broken canopy and 108 – 126 Frenchay Rd:
The new bespoke curved glass canopy will be installed through the present
scaffolding, if not, after it is taken down. Action: FP .
4.1.4 Hopper replacement Hopper was cleaned out. If necessary will be replaced
with a larger hopper but that would require wider downpipes. Closed
4.2 Gardening Sub Committee
4.2.1 Bicycle clearance 2023: Stuart of Stuart’s Bikes will be removing tagged bikes.
Action: FP
4.2.2 Tree work for this spring/winter
Two alder trees were not removed as intended. One because of a bird’s nest, one
because a resident intervened when they were due to be removed. They will be done
in the autumn or winter. The removal of the two Tulip trees on the Green has greatly
improved the appearance of the Lime trees on the Green. The magnificent central lime
can now be seen! Two smaller winter flowering cherry trees were planted nearer the
canal. Closed
4.2.3 The bi-annual tree survey has been done. GSC will look through the findings
required. These will be discussed at autumn GSC meeting. It may be fine to have
three or four year surveys as most old dangerous trees have already been felled. FP
did advise we must have a tree survey as recommended by arboriculturist, but may
mean less works due to works being undertaken. Action: GSC
4.2.4 Repair to brick gate-posts Stone Meadow Various factors have slowed down
this work. John Lewis finally agreed, in writing, to the extra costs as the bricks were
cracked and more needed replacing. Hopefully it will be done with bricks that match
the original within a couple of weeks. Action: FP
4.2.5 New benches. Directors reported that both new benches are well used. Closed
4.2.7 Possible programme for re-surfacing driveways: FP to arrange for a surveyor to
survey driveways and assess priorities for all WMC parking areas.
Action: FP
4.2.8 WMC bollards. At a meeting with Cllr John Howson WMC and WRA
representatives all confirmed we like our bollards. Closed
4.2.9 Future concern about Kidlington stadium. Cllr Howson discussed extending the
restricted parking to include week-ends because supporters will probably try to park
on our streets and take the bus. At the meeting WRA and WMC representatives
agreed that would be fine. Closed
4.2.10 Letters from East-West Rail to owners on Stone Meadow. At the meeting with
Cllr Howson the letters received from East-West Rail regarding future work were
explained. A resident was asked to forward the letter they received to Cllr Howson and
a Director has written to Berkeley Homes, as they still own the strip of land between
the Stone Meadow properties and the railway line. Action: WMC & WRA ongoing
4.3 Finance
4.3.1 Budget for 2024/2025: This has been agreed. There is a 3% increase in the
costs since last year, when it is generally accepted inflation has been at 6%, (in fact
the Office for National Statistics RPI for 2023 was 9.9%). However, for the next budget
cycle there will be far greater scrutiny with the Asset plan review. Treasurer consulted
two other directors. There was concern that Evergreen did not increase their budget at
all. This could be one reason the increase is so low, but not a healthy way to plan.
Those directors who wish to receive the budget can ask the Treasurer and he will
forward it. Action
WMC
4.3.2 Progress on Asset Plan. The Treasurer reported he requires the lift survey
findings for each apartment block before the Asset Plans can be finalised. The
directors thanked the Treasurer for all the work he has done. The Treasurer
acknowledged the help from another Director.
Action: FP/WMC Treasurer
4.3.3 Asset plan for Garden Maintenance: GSC to work with Evergreen & First Port.
Action: GSC/FP
5 Feedback
5.1 There was a complaint from a resident about not receiving paperwork/notification
for the recent AGM. First Port said all papers were sent out.
Closed
6 Managing agent
6.1 Communication breakdown with issuing AGM paperwork. Non-receipt by
numerous members of AGM notification and papers. First Port said all papers were
sent, but will check on electronic posting of AGM notice on those receiving notices via
MyHome, as no-one had been notified electronically by Innovus. Closed
6.2 Variations of Leases: See above item 3.4. Closed
6.3 Request for information on Compliance: This has been sent to a Director to
consider. Other blocks will be requesting similar details. The re-establishing of the
Apartment Blocks Subcommitee will lead to greater involvement working towards a
long-term work plan for each apartment block.
Closed
7 WRACIC
4
7.1 Congratulations on the Egg Hunt. Director asked If there could there be a few nondairy eggs added to the event? Action:WMC/WRA
7.2 WRA website being updated. The website is being updated but WMC need to add
more documents. Action:WMC
8.00 Any other business
8.1 Cracks have appeared in 46-60 Frenchay Road apartment block. The owners are
very concerned. First Port to arrange a surveyor to establish the reason. The roots of
the trees along the canal could be causing the problem. The surveyor has made
contact with the residents. Action: FP
9 Dates of 2024 meetings
9.1 WMC Meetings to take place on second Thursday of alternate months at 6.00pm
in the Community Room:
Thursdays 14 March, 9 May, 11 July, 12 September, 14 November, 9January.
9.2 AGM 2024 – to take place October or early November. (To be decided before
next WMC meeting in July.)