WATERWAYS MANAGEMENT COMPANY
Minutes of the MANAGEMENT COMMITTEE MEETING NO 98
held at 5.30 pm on Tuesday 6 September 2022
Waterways Community Room, Clearwater Place
Present: Adrian Olsen (Chair), Ann Hall, Adrian Mourby, Nicholas Orme, Paula Reynolds, Hilary
Sorensen, Raquel Stremme, Mary Tovey
In attendance: David Hone, FirstPort Property Services
Minute taker: Imogen Olsen
1 Apologies for absence
1.1 Louise Robertson, Liz Wheater
2 Approval of the minutes of meeting 97 held on 6 July 2022
2.1 The minutes were approved.
3 Matters arising from the minutes
3.1 (3.3) There was nothing to report regarding electrical vehicle charging in the absence of
the lead director. With the increase in the cost of living the expense of installing charging
points might prove a deterrent. Nothing further had been heard regarding the
experimental installation in a Frenchay Road carpark. FirstPort had recently sent a very
helpful checklist which the Chair would circulate.
Owners of private houses had no right to run cables underneath WMC-managed
property without permission. It was agreed that this should be pointed out in the next
edition of Waterways World and also at the AGM.
3.2 (3.4) Nothing had been heard since May from Berkeley Homes regarding the transfer of
the estate freehold. The lead director had written a stiff letter to Tim Rodway the
previous day, suggesting that it was time for us to stand down our solicitor and charge
the bill to Berkeley Homes. It was agreed that we should allow them four weeks to
respond.
3.3 (4.1.3) FirstPort had called in a render repair specialist to deal with the cracks in the
render at 2-32 EJW and the front façade of Complins Close.
3.4 (4.2.2) A response was still awaited from Berkeley Homes regarding the allocation of carparking spaces in Cox’s Ground.
3.5 (4.2.6) Much progress had been made in clearing Himalayan Balsam in Hook Meadow.
Regular working parties had ensured that this year had seen far fewer specimens
growing. The next session would be on 18 September at 2.30pm.
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4 Sub-Committee Reports
4.1 Apartment Blocks Sub-Committee
4.1.1 FirstPort provided an update on the lift refurbishment programme. Work would begin on
44-60 Frenchay Road on 24 October; a Section 20 process had begun for 95-113 Frenchay
Road; and preparations for 115-141 Frenchay Road had been postponed for twelve
months because of budgetary considerations.
4.1.2 An inspection tour had been carried out to establish priorities for a redecoration
programme. This had concluded that all blocks were fine for the time being, apart from
31-39 Complins Close. This would require a professional clean, some replastering work,
repairs to the front door and cleaning of the hall carpet.
A director reported that two flats in her block, 31-39 Complins Close, appeared to have
been empty for some time. This was a matter of concern, and FirstPort agreed to
investigate further.
Implications of the cost-of-living crisis were discussed. This would be less serious given
that so little was required in the way of redecorations.
4.2 Gardening Sub-Committee
4.2.1 The lead director updated the committee on progress with silt clearance. OnSite had
attended for ten days and done an excellent job, both workmen and project manager. It
had been a difficult operation, particularly as the Frenchay Road culvert had not been
cleared for a few years. OnSite had also provided a report after putting a camera through
the culvert, which had found that its condition was good.
Aquatic Solutions would be returning in early October to clear silt from the wildlife
corridor down to the Trap Grounds.
The lead director had contacted Dave Stickland of Thames Water to query why water
was flowing through the system even in very dry spells. He had promised to investigate
the possibility of springs leaking into the system but had not reported back. However, DS
had been sent a copy of OnSite’s report on the silt, and he had agreed that the amount
seemed excessive. He therefore proposed to put a camera through the siphon to check
its condition and see if there is any leak into it from the canal bottom.
If this camera inspection is not possible, as has been the case in the past, the Chair had
wondered if the water could be tested at either end of the siphon, at Phoebe Court and
at the towpath end, to see if the amount of silt was the same in each sample. If not,
perhaps it could be concluded that the silt was entering the siphon at some point under
the canal.
Renewed thanks were extended to the lead director for her excellent work on this
problem.
4.2.2 The inspection of railings would be carried out on 26 September, starting at 11 am. This
walkabout would also include a check on the state of paths, and would start at the green
by Frenchay Bridge.
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4.2.3 Evergreen had yet to replace the wooden marker posts left by GreenHatch on the estate
boundary. FirstPort would chase up GreenHatch for a revised estate plan to include the
Cox’s Ground extended garden.
4.2.4 Evergreen have been asked to supply a quantity of bulbs – 300 Tete a Tete daffodils and
200 blue anemones – for volunteers to plant in the autumn. The precise locations have
yet to be decided and suggestions were requested.
4.2.5 A GSC mini-walkabout had taken place on 6 July and a full one was scheduled for
October. There were three tree matters already identified:
The roots of the three silver birch trees by the sculpture in Clearwater Place are ripping
up the paviours and making it dangerous, and the area was now roped off. There was
much discussion as to whether these trees really needed to come down, or whether
some other solution could be found such as replacing the paving stones with gravel. The
matter would be added to the agenda for the October meeting.
The ivy-covered tree by the Frog Lane ditch had still not been felled, although this work
had been scheduled for 22 August.
The alders in front of the southern terrace of Stone Meadow and some trees at the rear
needed to be reduced.
4.2.6 A director [RS] pointed out that the recent very dry conditions had resulted in several
bushes and shrubs becoming burnt and in need of pruning.
4.2.7 The lead director would be meeting the possible donors of a wooden bench for the
Green in the near future and it was hoped they would convey their final decision then.
There was some discussion as to the possibility of installing a bench in EJW, next to the
cricket ground. This idea had already been suggested to the WRA, and a councillor had
been approached for a possible donation, without success. The WRA representative was
asked to raise this again with the committee.
4.2.8 The Big Rake would be held on 25 September, in the morning. Posters would be needed.
4.3 Finance
4.3.1 The latest income/expenditure statement had been circulated. A director asked to see
the Reserve Funds and FirstPort agreed to send this information.
4.3.2 There were no further comments regarding direct debit payments.
4.3.3 FirstPort had requested that evidence of Waterways funds being held in a Client Money
Account be supplied by FirstPort Property Services Ltd. The relevant bank statements had
now been received and would be circulated the next day.
5 Feedback
5.1 There was nothing to report.
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6 Managing Agent
6.1 FirstPort underlined how successfully they were working with the new lift consultant at
Hemsworth and this had certainly resulted in cost savings. It was also explained that in
future our property manager would have more time to devote to the Waterways as he
had offloaded some other responsibilities.
7 WRACIC
7.1 There would be no summer barbecue as one had been held in June to mark the Jubilee.
The next event would be the Christmas hog roast.
8 Preparation for the AGM on 1 November 2022
8.1 The Secretary had requested a booking for the Baptist church but had not yet received a
reply from the person responsible as she was on holiday.
8.2 Six directors would have to stand for re-election. The Chair would send out forms which
should be completed and signed and, if possible, returned to him by 25 September.
8.3 The Chair asked if the draft minutes of last year’s AGM could be sent out with the other
papers rather than being handed out at the AGM.
8.4 The Annual Report would need to be written and the Chair asked those responsible to
start work on their sections as soon as possible.
9 Any other business
9.1 There had been a rumour about possible development on Hook Meadow by St Edward’s
School after surveyors had been spotted. It was thought unlikely that housing could be
built there as access would be so difficult.
9.2 There had been a planning application for roof alterations at a house in Cox’s Ground.
Some committee members had objected but the outcome was not yet known.
9.3 A volunteer had offered to take over the position of Secretary to the Committee and
thanks were expressed. A meeting would be arranged to hand over responsibilities.
9.4 A director reported on a fire that had mysteriously broken out at the back of 26 Cox’s
Ground near the railway line. This had been extinguished by residents but the police had
not been informed.
10 Dates of next meetings
2022: 15 November
2023: 10 January, 14 March
(All at 17.30 until further notice)
AGM: 1 November 2022 at 19.30