WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 55
7.30 pm, Tuesday 10th March 2015
Present: Louise Robertson (Chair), Adrian Olsen, Imogen Olsen, Mary Tovey, Paula
Reynolds, Nicholas Orme, Ann Hall, Tao Tao Chou, Raquel Stremme, Adrian
Mourby, Sally Duncan, Hilary Sorensen.
In attendance: Jeetindar Gill, OM
Minute taker: Emma Thompson
- Apologies
1.1 None. - Minutes
Approval of the minutes from meeting 54 (13/01/15)
2.1 The minutes were approved as an accurate record, subject to an addendum which
would clarify changes in the WMC’s understanding relating to the railway
development alongside the Waterways following a public meeting held on 5th March
2015 at the North Oxford Community Centre attended by the Junior Transport
Minister and Nicola Blackwood, MP. - Matters arising from the minutes
3.1 It was noted that no further communication had been received regarding the
provision of white parking bay markings in the Crescent on Elizabeth Jennings Way.
The matter would remain open but no further action at present was deemed
necessary.
3.2 It was noted that the remedial work had been completed to remove the property
number painted on a parking space in Stone Meadow and the individual responsible
for the markings would be recharged.
3.3 It was identified that of those in attendance, six had successfully claimed a refund on
surface water drainage charges. As a result, it was agreed that it would be
appropriate for an article to feature in the next edition of the Waterways World
outlining that residents may be entitled to a refund but that not everyone would be
eligible.
3.4 It was reported that the spikes to deter pigeons which had been perching on the
porch of 2-32 Elizabeth Jennings Way had yet to be installed due to the necessity for
several weeks of dry weather to ensure the solution remained in situ.
2 - Railway line developments
4.1 The Chair reported that the meeting held on 5th March at the North Oxford
Community Centre had been well attended. The paperwork submitted by Network
Rail had contained a variety of factual inaccuracies and the submission had excluded
a map of zone I which included Waterside and Waterways. As a result, Network Rail
had been asked to reinstate the requirement to consider vibration and noise
mitigation studies and measures for the Waterways development. Oxford City
Council’s lawyers would be following this up with Network Rail, the outcome of which
was eagerly awaited. The minutes from the public meeting had yet to be distributed
and would be circulated to other members of the WMC as soon as they became
available. It had also been confirmed at the meeting that freight trains would also
eventually transfer to electric rolling stock.
4.2 It was noted that advice had been supplied by the Superintendent of the University
Parks pertaining to the type of planting which could be used to support noise
mitigation along the boundary of the development. Correspondence had been issued
to those living alongside the railway line so that they could undertake planting now to
ensure that the vegetation would be reasonably well established by the time the new
line became operational. It was agreed that in the autumn, an event would take place
to help those residents who were unable to complete planting themselves. The
Network Rail Environmental Officer would be visiting the Waterways to assess the
potential for replanting. - Waterways Character Assessment
5.1 A trial had been completed along Frenchay Road, Complins Close, Cox’s Ground
and Stone Meadow by two separate groups using a template produced by Oxford
City Council. Having reviewed the outputs, it was likely that a hybrid of the
approaches used would be adopted when completing the remainder of the
development. The intention would be to present the final assessment to Oxford City
Council as an aide in planning and development decisions. - Objectives for the year 2014-15
6.1 Directors were reminded of the three objectives which had been set for the year,
these being:
To produce a plan of action to resolve maintenance issues
relating to the swale, the Frenchay Road culvert and the wildlife
corridor watercourse (GSC)
To secure the transfer of the freehold land of the Waterways
development from Berkeley Homes to the WMC.
Embed the managing agent assessment process within the
work of the Committee and Sub-Committees of the WMC.
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6.2 The Chair presented her proposed report for the forthcoming AGM.
Directors suggested the removal of the final sentence in relation to the
statement pertaining to the progress made on the culvert and minor
amendments to the item on the freehold land which should include
reference to the employment of a surveyor to check the accuracy of
the boundaries as defined by Berkeley Homes in its development plan.
Subject to these amendments, the directors approved its submission to
the AGM.
6.3 It was proposed that the objectives for 2015-16 should be agreed at
the next meeting. - Health and Safety
7.1 The loss adjustors had now inspected the swale and had submitted their report which
would be retained on file. The meshing would be extended by Friday 13th March
2015.
7.2 Following Councillor Howson’s visit to the development, the WMC had received the
proposed bayed parking layout for Frenchay Road and the critical areas on Elizabeth
Jennings Way where double yellow lines would be introduced, as phase 1 for dealing
with parking issues. A consultation process would have to be undertaken before the
future introduction of a controlled parking scheme across the estate. If no action
appeared to be forthcoming within the next few weeks, the WMC would issue a
reminder to Oxford County Council to expedite the process.
7.3 It was noted that subsequent to a failed daylight robbery along the wildlife corridor, a
number of residents had again expressed a desire to light the pathway. Whilst the
issue had been discussed on several occasions, the directors gave due
consideration to whether solar lights should be installed at the bridges and/or other
lighting along the wildlife corridor as a protective measure. It was pointed out that
there is no electricity supply in this area. It was reported that the individual who had
been attacked had themselves expressed a desire that the incident should not result
in additional lighting being included along the wildlife corridor. Residents did have an
alternative, well lit route by which to navigate the development. A vote was
undertaken by the directors and it was agreed that no lighting should be installed,
with two directors voting for the alternative motion of solar lighting on the bridges. - Sub-Committee round up
8.1 Finance Sub-Committee
8.1.1 Directors expressed their dissatisfaction with the procurement department at OM
which had failed to pay Oxford Conservation Volunteers for the last two years. There
are also similar difficulties in paying an environmental consultant recently engaged to
test the silt removed from the balancing pond. As small companies, both OCV and
the consultant had failed to meet the necessary criteria to be set up as a supplier by
the procurement team. The alternative would be to set up a separate bank account
for the company which received petty cash that could be operated by directors. This
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solution would probably incur transaction fees and there could be potential insurance
liabilities which would have to be carefully considered.
8.1.2 The situation relating to the non payment of fees was deemed unacceptable and
directors asked that the matter be escalated to the Operations Manager, Jonathan
Mantle, and the Head of Procurement, Julian Shepherd. A director would draft a
letter proposing that the company introduce a policy whereby two directors of WMC
could authorise the release of a cheque for such smaller suppliers up to a certain
sum of money. It was agreed that it would be better to find a simple solution using
OM if possible, before considering setting up a bank account.
8.1.3 It was reported that the scrutiny committee had met to discuss the apportionment of
reserve funds and had identified four additional headings which should be added to
Schedule 1, these being:
Paving slab replacement
Car park surfaces
Tree costs
Water course management
8.1.4 Whilst directors agreed to the inclusion of the new headings it was confirmed that a
fifth heading entitled ‘contingencies’ should be excluded for the time being on the
basis that it was too vague and would require justification through reference to a
number of examples. It was agreed that “contingency” type expenditure would be
monitored in the coming year to ascertain if such a heading might be justified.
8.1.5 An amendment to the Scrutiny Committee minutes was requested to clarify that roof
maintenance would be added in 2016-17, rather than ‘next year.’
8.1.6 Directors asked that the managing agent should produce a new budget for longer
term maintenance by September 2015.
.8.2 Apartment Sub-Block Committee
8.2.1 The ABSC had attended numbers 1 to 25 Stone Meadow to view the standard of the
redecoration in the apartment block and reported that remedial work would be
undertaken on 7th April to ensure the quality of the finish met the required standards
for the development.
8.2.2 The remaining Section 20 consultation relating to roof repairs to an apartment block
in Frenchay Road had been delayed due to the reluctance of suppliers to quote for
the required work. It was thought this was due to the need for them to provide a 25
year guarantee. One supplier out of five had so far provided a quotation, which
meant that OM was having to source alternative quotes.
8.2.3 The next meeting of the ABSC was imminent at which a number of items were due to
be discussed, including Sky dual feed into the apartment block satellite dishes and lift
repair/maintenance. At the request of a director, the managing agent was asked to
remind residents to keep the bin store in Clearwater Place tidy.
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8.3 Gardening Sub-Committee
8.3.1 It was noted that of the three contractors approached to quote for the removal of the
remaining silt, Lanes for Drains and Aquatic Solutions (AS) had replied. Due to their
competitive price and previous track record, directors had agreed that the contract
should be let to Aquatic Solutions who would start the remaining work on 13th April.
8.3.2 Analysis of the silt had indicated a presence of metals, particularly lead impurities,
but it was of sufficiently low levels that it did not require specialist disposal and could
be re-used as mulch across the development. This meant the silt could be either left
in the bags and planted with grass seed or spread across the development between
Hook Meadow and the Trap Grounds. The test results would appear to indicate that
the silt running through the development was most likely road surface run off
(Woodstock Road).
8.3.3 If the removal of the additional silt failed to resolve the drainage problems, further
investigation of the connection between the swale and the Thames Water pipe from
the Woodstock Road would be required using a camera.
8.3.4 The Waterways graffiti-busting event in conjunction with the Canal and Riverside
Trust had been arranged for the weekend of 13/14th June 2015. It would be
advertised nearer the time.
8.3.5 In respect of the bicycle cull, it was noted that of the 77 bikes which had been
tagged, 48 had been removed from site. It was proposed that another cull should
take place with tagging in April and removal in early July.
8.3.6 It was reported that due to current nearby construction work it would be impractical to
ask 26 Cox’s Ground to complete re-planting. It was also noted that two of the
children who had been receiving home tuition, were now attending school.
8.3.7 The managing agent had investigated the satellite dish which had appeared on the
side of a ground floor apartment block on Frenchay Road. It was likely to belong to
95 Frenchay Road as records had indicated that the apartment owner had been
contacted 12 months previously about the issue. A follow up letter would be issued to
ask them to remove the dish.
8.3.8 It was proposed that a rapid reaction team should be established comprising
directors to issue a reminder letter to those residents seen to be ignoring the clause
relating to bins being kept at the front of properties. A director agreed to circulate a
draft letter which had been used successfully elsewhere on the development for
review by fellow directors. This letter could be issued on headed paper and printed
on-demand when any resident failed to move their bin to the back of their property 24
hours following bin collection day. The letter would be issued every week to frequent
offenders.
8.3.9 Directors enquired whether any additional action could be taken over a breach of
covenant. A Section 146 notice could be issued after which the court would make a
judgement and subsequently an injunction if further offences occurred.
8.3.10 It was noted that a quotation (£1,000+VAT) had been received to replace the steps
behind the crescent on Elizabeth Jennings Way with two shallow ramps and a flat
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section midway to allow easy access for the movement of bins. One contractor had
declined to quote. OM had requested another comparable quote which would be
reviewed before any decision was made on how to alter the steps.
8.3.11 It was recorded that the paving slab replacement programme had been completed.
8.4 Scrutiny Sub-Committee
8.4.1 The managing agent agreed to circulate a copy of the new management agreement.
9 Preparations for the AGM – 23rd April 2015
9.1 Directors were reminded that a strict timetable in respect of the despatch of
paperwork had to be followed. The Chair agreed to contact the director who had
previously co-ordinated the AGM to confirm the relevant deadlines for reports.
10 Feedback
9.1 One complaint had been received in respect of a roof leak. Repairs had taken place
but internal redecoration would be delayed until after a period of bad weather to
check that no further work would be required.
10 WRACIC
10.1 The AGM had been attended by 22 residents and, whilst several new members had
been recruited, the future of the organisation remained uncertain.
11 Managing Agent
11.1 No items reported.
12 Any other business
12.1 A strange smell had been reported and a gas engineer had attended Complins
Close. It was decided that the smell had probably emanated from the drains.
However, whilst on the premises, the engineer conducted a check on all the gas
meters within the apartment block. One meter was found to be leaking and it was
noted that the meters were not earthed. It was unclear whether this was due to new
legislation or whether the meters had been installed incorrectly.
12.2 Directors were reminded to view and comment upon two planning applications which
had been received by the City Council for 45 Frenchay Road and 16 Complins Close.
12.3 It was reported that the current Chair would be stepping down. The directors thanked
the Chair for her hard work and were pleased that she would be submitting an
application to remain a director.
.
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13 Date, time and location of future meetings
13.1 The next meeting would be the AGM on 23rd April 2015 at the Baptist Church.
13.2 It was noted that future meetings would be held at 7.30 pm in the Community
Meeting Room as follows:
12th May 2015
14th July 2015
15th September 2015
17th November 2015
12th January 2016
15th March 2016
Addendum
Subsequent to the meeting it was agreed within OM that the matter relating to supply
chain/procurement and the Customer Care team should be escalated to the Chief Executive,
Nigel Howell to ensure a speedy resolution, and subsequently a letter was written to him.