WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 96
held at 17.30 on Tuesday 10 May 2022
Waterways Community Room, Clearwater Place
Present: Adrian Olsen (Chair), Kate Lack, Paula Reynolds, Louise Robertson, Raquel Stremme, Mary Tovey, Liz Wheater
In attendance: Rachel Dolacinski and David Hone, FirstPort Property Services
Minute taker: Imogen Olsen
1 Apologies for absence
1.1 Ann Hall, Adrian Mourby, Nicholas Orme, Hilary Sorensen
2 Welcome to David Hone, FirstPort Property Manager, and new arrangements
2.1 A warm welcome was extended to our new property manager, David Hone, who will be
working alongside Rachel Dolacinski for the next few months as he learns about the
Waterways before taking over
3 Approval of the minutes of meeting 95 held on 15 March 2022
3.1 The minutes were approved.
4 Matters arising from the minutes
4.1 (3.2) The damaged front door to 31-39 Complins Close had now been repaired.
4.2 (3.3) The car-park marking at 108-126 Frenchay Road was still on Evergreen’s list of jobs.
4.3 (3.6) The proposed new commemoration bench for the Green had been delayed as the
donor had not yet managed to tie up the deceased’s estate. There was some discussion
as to the possibility of WMC funding a bench instead if the original plan falls through.
4.4 (3.8) The deed of variation to the transfer document for a house purchase in EJW had
now been signed by the Chair. In effect it gives the owner a further two months to pay
any outstanding service charge beyond the 21 days specified in the transfer document.
4.5 (5.2.1) The fences in Complins Close damaged by recent storms had been repaired but
there was still one area that needed attention. FirstPort would confirm when the
contractor could complete this work. The fences on the towpath were the responsibility
of the Canal and River Trust, who had still not replied to FirstPort’s query regarding
repairs. FirstPort will continue to chase.
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5 Electrical vehicle charging
5.1 Nothing further could be done on installing charging points until FirstPort had confirmed
reallocation of the two relevant car-parking spaces for 115-141 Frenchay Road. Both
owners had agreed in principle. Natalie Griffiths had been overseeing this project and
had agreed to continue even though she had now moved on. FirstPort would chase up as
soon as possible.
6 Negotiations with Berkeley Homes over transfer of estate freehold
6.1 In the absence of the lead director, the Chair explained that our solicitor has asked
Berkeley Homes to make a small addition to their draft agreement and was awaiting a
reply.
7 Sub-committee reports
7.1 Apartment Blocks Sub-Committee
7.1.1 FirstPort reported on the current position regarding lift modernisations. The start date
for work at 44-60 Frenchay Road is expected soon and 95-113 Frenchay Road is next on
the list but has not been initiated yet.
Meanwhile another lift, at 115-141 Frenchay Road, had broken down with a snapped
brake cable that morning, trapping two residents. The fire brigade had attended and had
forced open the doors in rescuing the residents. They had also criticised the state of the
lift and the block’s fire safety measures. Hemsworth’s and our lift contractor had been
called and would report back on the state of the lift. It was hoped that repairs could be
carried out without too much delay but it will depend on whether short term repairs can
be done before the full modernisation is carried out.
FirstPort would investigate why a resident’s phone call had been classed as a nonemergency. As for fire safety measures, we believe all apartment blocks meet the fire
regulations.
7.1.2 Contractors were due the following week to repair the cracks to the render at 2-32 EJW
and the front façade of Complins Close.
7.1.3 Although steam cleaning had not been able to remove all the stains to external walls,
there was a considerable improvement in their appearance.
The ABSC would organise a walkabout to look at the internal walls of all blocks and
decide on redecoration priorities. The worst areas were in entrance halls, including
carpets.
7.1.4 FirstPort had circulated a document about new fire safety regulations. As these only
applied to blocks of over seven storeys, we would not be affected.
7.2 Gardening Sub-Committee
7.2.1 A great deal of tree pruning had been carried out near the lake and FirstPort had
received some complaints. However, just as many residents were in favour of the work,
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which had opened up views of the lake. It was agreed that in future tree pruning should
be carried out earlier in the year, before the trees are in leaf; this year there had been
difficulties in appointing a contractor. We would also consider staggering the programme
over several years to reduce the immediate visual impact.
The large tree at the rear of the garden in Stone Meadow by the Frog Lane ditch was still
on Evergreen’s list to reduce. This tall tree covered in ivy tree may potentially fall in high
winds.
7.2.2 FirstPort were still chasing Berkeley Homes regarding the allocation of car-parking spaces
in part of Cox’s Ground.
7.2.3 Silt clearance was due to start the following week (16th May), unless it was raining, in
which case it would be postponed until dry weather.
7.2.4 Evergreen had been asked to replace the GreenHatch wooden boundary posts with
metal ones.
First Port will chase GreenHatch to amend their map of the estate to include the large
garden area in the north west corner of Cox’s Ground.
It was pointed out that some residents at the back of Stone Meadow had erected
platforms on WMC land for their personal use. Although this was not permitted, it did on
the other hand help to keep that land, which was very overgrown, clear.
7.2.5 It was agreed to fix a date for a survey of all the railings around the estate. The Chair
would suggest some dates. The railings on the edge of the pavement close to the EJW
mini roundabout next to the lake pump are in a very poor condition. It was thought they
are the responsibility of the county council and so the Chair will report these railings on
FixMyStreet, while a director would report some damaged brickwork on the Frenchay
Road bridge.
7.2.6 The bulbs planted by volunteers near the lake and on the Green had not all been
successful. Some had not flowered. It was agreed to plant more in the autumn and to ask
Evergreen to order bulbs.
7.2.7 It was agreed to hold another garden walkabout in July. FirstPort will liaise with
Evergreen to suggest some dates.
7.3 Finance
7.3.1 There was some discussion of the new charge of £24 by FirstPort on non-standard
methods of service charge payment, i.e., direct debits. FirstPort explained that direct
debits involved more administrative work than twice-yearly payments in advance, and
that as more residents were now using this method of payment the new charge had
become necessary.
7.3.2 The new year budget and service charge have been issued; this in online only unless a
paper copy is requested. FirstPort would supply all directors with a hard copy.
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8 Feedback
8.1 There was nothing to report.
9 Managing Agent
9.1 The county council may be installing new locks on the three bollards at the northern end
of Frenchay Road. Evergreen had requested access to these locks if installed. The lock on
the third bollard should be retained as we have the code.
10 WRACIC
10.1 The Easter egg hunt had been a great success, with more than fifty children turning up.
A Platinum Jubilee party would be held on the Green on 4 June at 5.30 pm, with a band,
paella, etc.
A litter-pick had been held on 19 March. Even though there was now a bin on the cycle
path to Bainton Road which can be used by dog owners, one person was still leaving
many black plastic bags of dog mess in one place on the path – a mere forty steps from
the bin. FirstPort would write to GreenSquare to complain.
11 Any other business
11.1 A director thanked the Chair and Howard Buss for their excellent and prompt work in
removing graffiti from the Frenchay Road bridge.
A director thanked FirstPort for their swift action over damage to her aerial.
Congratulations were extended by the committee to Rachel Dolaciniski on her recent
promotion within FirstPort.
12 Dates of future meetings
12.1 2022 – 6 July (NB change – not 5 July); 6 September; 15 November;
2023 – 10 January; 14 March (all at 17.30 until further notice)
AGM – 1 November 2022