WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO.30
7.30 PM ON WEDNESDAY 12th JANUARY 2011
MINUTES
Present: Louise Robertson (Chair), Mireille Levy, Nicholas Orme, Richard
Doyle, Sally Doyle, Miles Thompson, Raquel Stremme, Nick
Robinson, Derek Summers, Martin French.
In attendance: Rebecca Hills (Managing Agent)
Minute taker: Emma Thompson
- Apologies
Paula Reynolds, Peter Higgins, Richard Dorey (WRA). - Private Business
None - Approval of minutes from meeting 29 (09/11/10)
The minutes of the meeting were approved as a correct record. - Matters arising
Item 6.1 – the Health and Safety Report had now been forwarded by a director to OM
Property Management and the managing agent would provide a copy of its response
at the next meeting – open.
Item 7.4 – a plan had been received from Evergreen for the re-landscaping of Lark
Hill which was due to be circulated to those residents affected for consultation. The
feedback email would be used for residents to respond. It was anticipated that work
would commence in February and progress reported to the Gardening Sub
Committee – open.
RESOLVED
To copy the Complaints Director into the proposals in order to field any responses
received and the Chair of the WMC for information.
Item 9.4 – it had been confirmed by OM Property Management that block 1-25 Stone
Meadow had been incorrectly allocated charges for the work conducted to manage
the intrusion of badger sets under a number of premises within the development. As
a result, revised charges (debits and credits) would need to be issued. It was
anticipated that the maximum additional charge payable would be several hundred
pounds.
The managing agent had investigated how the situation had arisen and had put in
place additional processes to ensure that such a mis-allocation would not arise
again. The Property Manager was thanked for resolving the error.
RESOLVED
Personalised letters of credit and invoices for additional charges to be raised based
on the number of traps required for each building.
A narrative documenting the timeline and actions taken to resolve rodent/ badger
infestation to be prepared for Annual General Meeting to pre-empt any questions
which might arise.
Item 7.2 – it was reported that a proposal had been made at the WRA AGM in
December 2010 to purchase 3 grit bins following feedback from the local Councillor
that it could be some time before the Council purchased any equipment for the
development. At the meeting, the Councillor had assured residents that the bins
would be filled by the Council.
Raquel Stremme arrived.
RESOLVED
WRA to forward copy of original invoice to OM Property Management who would
reimburse the WRA for the purchase of the grit bins.
5 New Directors and Directors’ responsibilities
It was confirmed that one of the new Directors had agreed to take on the role of
Deputy Treasurer and would participate on the Apartment Block Sub-Committee.
It was noted that Peter Higgins would be resigning his position as a Director. In his
absence he was thanked for his contribution on the Gardening Sub-Committee.
RESOLVED
To email all Directors who had been on the Waterways Management Company for
two years to remind them that they would have to re-apply should they wish to
continue on the WMC.
To issue a letter aimed at canvassing new Directors.
The objectives for 2009-10 were also reviewed and it was agreed that with the
exception of objective 3 – the managing agent – all had been progressed. In respect
of item 3 it had been deemed inappropriate to review the managing agent at a time
when there had been a change in Property Manager.
6 Health and Safety
No substantive items to report.
7 Update from the Managing Agent
None.
8 Items from WRA
RESOLVED
WRA to advise WMC of the next publication date for Waterways World. The next
edition would include reference to the lake competition and details of the AGM. - Sub Committee news round up
9.1 Finance
It was reported that work would start on calculating the budget for 2011-12 in order to
issue the next round of invoices.
9.2 Apartment Block Sub Committee
It was noted that the external pipe work remained on the exterior of numbers 1-25
Stone Meadow but the owner had been in touch with OM Property Management to
take the remedial action required.
9.3 External Affairs
It was noted that 50 Christmas trees had been shredded as a result of the event
organised by the Canalside Environment Group. The next litter picking event would
take place in March 2011.
9.4 Complaints
It was reported that confusion remained over the use of the feedback email. It had
principally been established for residents wishing to make a complaint. Any issue
relating to the day-to-day maintenance of the development should be pursued
through the usual route using OM Property Management’s customer service
telephone number.
RESOLVED
To periodically continue to remind residents of the correct process for reporting
problems in Waterways World and through OM Property Management due to the
high turnover within the development.
It was noted that a letter would also be issued to one particular resident to ask them
to adopt a more courteous and respectful tone in correspondence.
9.5 Gardening Sub Committee
Matter arising – item 4.9 – it was reported that following a successful meeting with
Bainton Road residents, it had been agreed to retain a defensive planting scheme on
the wildlife corridor.
RESOLVED
OM Property Management to investigate when the re-planting and pollarding of the
dead tree around the lake was due to be completed.
9.6 Parking and Traffic Sub Committee
It was noted that the WMC had been informed that Oxford County Council had
adopted Elizabeth Jennings Way in mid December.
A number of remedial actions would have to be taken by the Council – the
replacement of the damaged street light on Elizabeth Jennings Way and the missing
bollard on Frenchay Road.
RESOLVED
Director to complete an audit of the development to identify any other issues which
would need to be reported to the County’s Highway Engineer.
Lead Director to establish the timetable for the provision of yellow lines from the
engineer.
The WMC was reminded that signs had already been installed on WMC property in
Complins Close, Stone Meadow and Frenchay Road to minimise any potential
impact arising from the introduction of parking controls on the development.
Where commuters continued to park in private parts of the development, the DVLA
would be contacted to obtain owner details to take enforcement action.
RESOLVED
To monitor the impact of the restrictions and decide on what action, if any, should be
taken as a result.
9.7 Community Room
It was reported that a meeting had been organised by residents before Christmas to
retain the momentum to secure access to the community room. It was envisaged that
a petition from residents would be the next stage.
Simultaneously in December the Council had served an enforcement notice on the
owners of the community room for a breach of planning condition. Nothing had been
received in response from the owner to date. If they did not comply, or appeal, the
Council would be able to prosecute.
A new firm of solicitors had been secured who were prepared to complete a certain
amount of work at their own expense, after which an hourly charge would apply. The
WMC remained indebted to OM Property Management for agreeing to fund the ongoing legal costs. It was envisaged that the matter could be resolved fairly swiftly.
The WMC thanked the Director responsible for their perseverance and agreed the
course of action detailed.
Nick Robinson arrived.
9.8 AGM Sub Committee
It was noted that St Margaret’s Institute had advised the Lead Director that they could
no longer accommodate the fall back date for the WMC AGM in April but that they
had offered an alternative date.
RESOLVED
OM Property Management Company Secretary to confirm legal requirements
concerning notification and timeframe within which the AGM has to be held before
revised fall-back date was booked.
OM Property Management to include a note on its system to ensure staff reminded
those residents who contacted them over the next few months about the AGM.
Letter inviting nominations to be issued imminently.
Directors to encourage resident owners to attend the AGM in order to ensure a
quorum.
AGM Sub-Committee to review the actions required according to the aid memoir
produced outlining the timetable of activity.
10 Review of Good Neighbour Guide
The penultimate draft was tabled at the meeting. The minute taker reported that they
had forwarded the logos for OCHA and WRA. It was recommended by the WMC that
a logo should be designed to represent the Management Company.
The final document would be circulated to owners, uploaded on to the website,
provided to OCHA and sent to letting agents.
Finders Keepers had expressed a willingness to sponsor the publication but the
WMC felt it would be inappropriate given the number of similar providers in the area.
Other letting agents would be unlikely to hand out the welcome pack if it was branded
with a competitor’s logo. It would be better to secure sponsorship from a business
which had limited competition.
RESOLVED
Directors to contact Chair with any final edits within a week.
Chair to obtain permission from OCHA for use of its logo. No objection was received
from the Director who also sat on the WRA to the use of the WRA logo.
Directors to explore the potential to obtain sponsorship from Esporta, Summertown
Wine Café and the Wiseman Gallery to pay for an A5, colour edition.
Minute taker to enquire whether individual who designed the WRA logo would be
willing to do the same for the WMC. An alternative graphic designer could be sourced
if required.
Any other business
None.
12 Next Meeting
17th February, AGM Sub-Committee – Chair to issue relevant paperwork in advance.
22nd March, AGM, St Margaret’s Institute (fall back date in April to give sufficient time
to notify residents)
30th March, 7.30 pm, The Conservatory at The Anchor PH
Closed 9.30 pm.