Minutes
Waterways Management Company
Management Committee Meeting 116
Community Meeting Room
6.00 pm Thursday 11 September 2025
Present: Louise Robertson, Raquel Stremme, David Morris (minutes), Nicholas Orme,
Brian Shine (Acting Chair), Liz Cairncross, Sue Leach, Liz Wheater, Nazeem
Daramshi, Kate Lack, Aroul Ramadass (Treasurer)
Nicole Sinead Adair (FP), Alex Mazurkiewicz (FP)
- Apologies for absence
Roni Hameiri, Pat Strudwick, Ann Hall - Minutes of WMC meeting 115 held on Thursday 10 July 2025
(circulated with the agenda) - Matters arising from the minutes
3.1.Replacing notice board. Total Estimated Cost £2533 (inc. board,
installation, planning consent). Check installation price with James.
Action to be taken by a director:
3.2.Digital Communications – Agree content of a letter to the residents.
Action by a director and Firstport.
3.3.Updating the Welcome to the Waterways leaflet. Pending final check by
FP. Action by Firstport.
3.4.Contact with Waterside low carbon team. Action by a director.
3.5.Berkeley Homes re transfer of the land – a transfer plan has been proposed by
BH. Action: a director to respond and inform them that we should proceed. - Sub Committee reports
4.1.Apartment Blocks Sub Committee
4.1.1. Lifts
4.1.1.1. Upgrades – no update/change
4.1.1.2. Lift maintenance contract – Lift maintenance contract. Action:
FP + Hemsworth to find alternatives. Concept will not be used
beyond their existing contract. Second Action: a director to write
on behalf of WMC to FP to state that we wish to retain our
independent lift consultants (no need to mention Hemsworth),
this avoids a move to Innovus. We further will state that we do
not wish to engage Concept for future maintenance contracts.
4.1.1.3. Handling emergency situations. Special dispensation can be
given over the Section 20 in the case of special needs. Action:
Firstport to provide info about this procedure.
2
4.1.2. Update on tenders for redecorations, Stone Meadow and EJW:
4.1.2.1. Tenders in progress. Action: Firstport
4.1.2.2. 17 Clearwater does not wish to wait for spring to have the work
done, would prefer to do it themselves (and recharge WMC).
Action: Director to write to resident to recommend waiting for spring
and the scheduled maintenance. Recharge is not possible.
4.1.3. Marking of parking spaces: Action: Firstport to gather quotations.
4.1.4. Unoccupied apartment 40 Complins Close: Action: Firstport
4.1.5. Wooden floored balconies: Action: Director to check if this is complete.
4.1.6. Leak 17 Clearwater Place: Acorn Roofing is planning to visit (pending
date). Action: Firstport to check
4.1.7. Cracking external render: update from Firstport – part of 4.1.2.
4.1.8. Cracking internal plasterwork (56-90 EJW): update from Firstport. FP to
request quotes to make good the wall. Action: Firstport to check
4.1.9. Charging points for EVs:
4.1.9.1. Complins Close House EV charger: Director to send copy of the
email sent to the resident.
4.1.9.2. Action: Two directors to start investigating how to have cabling
installed for apartment blocks.
4.1.10. 3 Leaks in apartment block in Complins Close: Acorn Roofing is
planning to visit (pending date). Action: Firstport to check/move this (See
also 4.1.6)
4.1.11. Pavers outside 56-90 EJW and outside 1 Lark Hill. Action:
Firstport to check/move this.
4.2.Gardening Sub Committee
4.2.1. The Big Rake: Sunday, 21 September, 2025, 1000-1230
4.2.2. Resurfacing driveways and electric vehicle charging points: update from
FP. AIFM is in progress with preparation of the site survey. AIFM will
quote and we can also use the survey to invite further quotes.
4.2.2.1. Request to include other homes in tender process – will be taken
into secondary consideration.
4.2.2.2. Verify titles of car parking spaces: Firstport to update
4.2.3. Trees
4.2.3.1. Tree pollarding works on western boundary – keep on agenda
4.2.3.2. Plan to replace four alders in Stone Meadow with Pyrus
Chanticleer next winter.
4.2.3.3. Resident’s damaged Tulip tree – Action: resident to discuss with
James.
4.2.3.4. Trees between fences of North Lark Hill: All these trees will be
processed in the coming winter. Pollarded or thinned out.
4.2.3.5. Fallen willow tree branch in lake: Discuss with James.
4.2.3.6. Tree fallen into lake: waiting for visit from Tree Officer.
4.2.3.7. Trees touching windows in EJW: Will be processed in coming
Winter.
4.2.3.8. C&R Trust to get tree survey on trees from Frenchay Road to the
balancing pond which are in considered a TPO Group Area
Woodland. TPO ref no.: 99/00021/WL- action: Firstport to write to
CRT to request an updated survey.
4.2.4. Silt removal 2025: Next removal date September 18
4.2.5. Walk around to be organised for October 2025. Action: Director to
3
arrange (Sat/Sun)
4.3.Private houses Sub Committee
4.3.1. Garden railings – Firstport to update, quote from AIFM.
4.3.2. Parking on both sides of Frenchay Road. Recent road blockages. OCC
are now recommending to remove parking on one side of the road
(double yellow lines). - Finance
5.1.Progress on Asset Plan – 6 more blocks to study. Action: Treasurer to
send templates. Action 2: Directors to carry out surveys.
5.2.Update on bank account – received in Chairman’s email. Action: Firstport
to check this will be sent quarterly.
5.3.Schedule of Direct Debit Payments – this started late in the financial
current year, so the Direct Debits were over 10 months instead of 12.
Furthermore, a mid-term invoice was issued showing a balance brought
forward. It should be noted that does not mean any additional charges
were made.
5.4.Year End 2025 Accounts not yet received. It is important to receive them
by the end of September, otherwise a section 20b summary notice will be
necessary before September 30 – Action: Firstport to send accounts to
Treasurer. - Managing agent
6.1.New contact details – Gavin, Head of Customer Service to be invited to the
next meeting. Action: Firstport to schedule.
6.2.Meeting with Hemsworth: To be scheduled by Firstport(Teams)
6.3.Evaluate options for Company Secretary functions: Currently Innovus. Action: a
director to evaluate possible options. - WRACIC
7.1.Waterways World report from WMC directors
7.2.Community Room and Commercial Block - Any other business
8.1.Organisation of WMC, including needs of committee, chairing, and recruiting
new committee members
8.2.Co-option of new director.
8.3.Contact to obtain keys to communal door in Complins Close: Key box in Bike
Store of 2-32 EJW. Action: Firstport to inform WMC of how to access this.
8.4.Bicycle theft: Action: Check Police meeting requested
8.5.State of bridge near 51 Stone Meadow: Action: Jerry has been instructed.
8.6.Group email – add new members. Action by director.
8.7.Date of AGM: 4 November, 2025 in Baptist Church Hall, Woodstock Road:
Action: a director to write the Chair’s report and make a list of WMC members,
standing, standing down, etc.
8.8.Vehicle parking of canal dwellers – Action: Director to draft a letter to clarify that
they are not permitted to park in the private spaces. They can apply for a permit
to park on the road. Circulate to WMC then ask CRT (or Agenda 21 Moorings)
to distribute to their residents. - Private discussion
4
10.Dates of next meetings
13 November 2025; 8 January, 12 March, 14 May, 9 July, 10 September, 12
November 2026; all at 6.00 p.m. in the Community Room