WATERWAYS
MANAGEMENT
COMPANY
Minutes
of
the
Management
Committee
meeting
no
65
held
on
Tuesday
29
November 2016 at
7.30pm
Present:
Adrian
Olsen
(Chair), Tao
Tao
Chou, Sally
Duncan, Nicholas
Orme, Paula
Reynolds,
Brian
Shine,
Raquel
Stremme
In
attendance:
Rebecca
Burt (FirstPort
Property
Services)
Minute
taker:
Imogen
Olsen
1 Apologies for
absence
1.1 Greg
Barnes,
Ann
Hall,
Adrian
Mourby,
Louise
Robertson, Hilary
Sorensen,
Mary
Tovey;
Rachel
Dolacinksi
(FirstPort
Property
Services)
2 Minutes
Approval
of
the
minutes
from
meeting
64,
4
October 2016
2.1 The
minutes
were
approved
as
an
accurate
record.
3 Matters
arising
from
the
minutes
3.1 It
was
agreed
to
make
the
Q&A
session held
before
Meeting
64
a
regular
annual
feature
for
September/October,
in
addition
to
the
Q&A
session
after
the
AGM.
3.2 The
estate
agents’
boards
in
Cox’s
Ground
and
on
the
Elizabeth
Jennings
Way
bridge
have
now
been
removed.
4 HMOs
in
freehold
houses
and
apartments
4.1 No
response
has
been
received
to
communications
sent
by
FirstPort
from
either
the
resident
in
question
or
the
City
Council.
It
was
agreed
that
FirstPort
would
check
the
Council
website
to
see
if
there
is
a
list
of
HMOs;
if
it
is
possible
to
check
the
list
and
Waterways
properties
are
on
it,
that
would
constitute
a
clear
proof
of
a
breach
of
the
lease
and
FirstPort
would
pursue
this
through
their
breach
of
lease procedure. If
the
Complins
Close
house
and
flat
do
appear
on
a
list
of
HMOs,
then
FirstPort
will
use
this
to
take
further
action.
The
council
has
not
clarified
whether
it
can
refuse
HMO
status
for
Waterways
properties
on
the
grounds
of
a
breach
of
lease. If
necessary
the
Chair
would
write
to
Cllr
Liz
Wade
about
what
powers
the
Council
might
have
to
intervene.
2
5 Progress
on
parking
plans
for
Elizabeth
Jennings
Way and
Frenchay
Road
5.1 It
seems
the
plan
for
Elizabeth
Jennings
Way
will
go
ahead.
However,
several
objections
or
comments on the
plans
for
Frenchay
Road
have
been
made
and
the
Council
will
be
producing
some
alternative
proposals
in
the
new
year.
6 Welcome
to
The
Waterways
booklet
6.1 A
Director
has
now
checked
the
final version
and
suggested
some
changes in
terms
of
the
user
friendliness
of
the
document.
The
final
corrected
version
of
the
map
is
still
awaited
from
a
Director.
7 Railway
line
developments
7.1 Network
Rail
has
submitted
two more
planning
applications
to
the
Council
which
in
effect
renege
on
their
promises
to
install
Tata
Silent
Track
and
seek
to
overturn
all
restrictions previously
imposed on
the
number
of
trains.
In
the
meantime,
they
are
advertising
the
new
service
from
Oxford
to
Marylebone
from
December
12
without
fulfilling
all
the
current
planning
permission
conditions.
This
is
a
blatant
disregard
of
the
planning
permission and
it
has
caused
outrage
among
affected
residents,
many
of
whom
have
lodged
objections
on
the
Council
website. There
has
been
much
angry
correspondence
with
members
of
the
Council,
including the
Council
leader,
Cllr Bob
Price,
demanding
that
the
Council
uphold the
integrity
of
the
planning
process
in
the
face
of
corporate
bullying
from
large
organisations.
7.2 The
acoustic
glazing
has
been
installed
in
eligible
properties
in
Stone
Meadow
and
Cox’s
Ground
and
has
received
very
favourable
feedback
from
many
of
the
residents
affected.
7.3 Work
on
reducing
the
trees
behind
Cox’s
Ground
and
Stone
Meadow has
now
been
completed.
Rob
Mashford
of
Network
Rail
was
very
helpful
and
enabled
cooperation
between
MBS
and
their
tree
contractor
Coombes
to finish
the
job
in
time
for
the
line
to
reopen
for
training.
FirstPort
reported
problems
in
removing
waste
produced
by
the
tree
works
because
of
badly
parked
cars. FirstPort
will
co-‐ordinate
dates
for
the
temporary
removal
of
the
cars.
The
owner
of
26
Cox’s
Ground
has
requested
compensation
for
having
to
clean
their
conservatory
roof
after
the
tree
works.
FirstPort
have
asked
for
photographs.
8 Sub-‐Committee
news
round-‐up
8.1 Finance
8.1.1 The
accounts
were
signed
off
on
27
October and
issued
to
members
soon
after.
It
was
remarked
that
Critchley
had
left
it
until
the
very
last
minute:
they
had
taken
two
and
half
months,
but
had
offered
no
explanation
for
their
slowness.
This
was
something
we
should
consider when
we
put
the
accounts
out
to
tender in
the
new
year.
3
8.2 Apartment
Blocks
Sub-‐Committee
8.2.1 Roof
replacement/repairs:
no
guarantee
had
yet
been
received
from
Midland
Roofing
for
their
roof
replacement at
108-‐126
Frenchay
Road. A
director agreed
to chase
this
up.
FirstPort
explained
that
it
was
proving
difficult
to
find
enough
roofing
contractors
to
quote
for
the
other
flat
roofs.
Out
of
eight
contractors
approached,
only
one
had
given
a
price.
This
means
the
work
cannot
now
be
done
before
winter.
FirstPort
are
looking
for
new
roofing
companies and
any
local
suggestions
were
invited.
It
was
suggested
that
splitting
the
work
into
individual jobs might
make
it
more
appealing to
smaller
contractors.
It
was
agreed
that
we
would
reluctantly
have
to
make do
with
two
quotes
if
necessary,
rather
than
the
usual
minimum
of
three.
8.2.2 Carpet
replacements:
two
blocks
have
been
completed
and
the
remainder
are
undergoing
the
Section
20
process.
Two
local
contractors
have
been
included
in
the
list
of
contractors
asked
to
quote:
Textures
Flooring
and
Kennington Carpets.
8.2.3 The
mobility
scooter
has
been
removed
from
the
corridor
outside
16
EJW,
although
the
furniture
is
still
there.
This
will
be
monitored.
It
has
been
clarifies
with
the
owner
that
this
corridor
is
the
responsibility
of
the
WMC.
After
some
discussion
it
was
agreed
that
our
general
policy
will
remain
that
mobility
scooters
are
never
permitted
in
corridors
or
other
communal
areas,
but
they
can
be
placed
in
cycle
stores. Generally
communal
areas
in
apartment
blocks
must
be
kept
clear
of
all
obstructions
at
all
times.
8.2.4 The
trial
cleaning
of
rendering
on
apartment
block
walls
will
be
reviewed
in
the
spring.
8.2.5 Apartment
block
redecorations are going
according
to
plan,
with
the
Section
20
process
currently
being
implemented.
No
local
contractors
have
been
recommended but
suggestions
were
invited.
8.2.6 CCTV:
FirstPort
have
written
to
two
blocks,
2-‐32
EJW
and
44-‐60
Frenchay
Road,
but
received
no
comments.
We
shall
therefore
go
ahead
with
installing
CCTV
in
these
two
blocks
as
an
experiment.
The
refuse
store at
Clearwater
Place
is
probably
not
suitable
for
the
installation
of
CCTV
because
of
its
limited
electrical
supply.
8.2.7 Nothing
further
has
been
heard
from
the
resident
who
wanted
an
electric
car
charging
point
in
Clearwater
Place.
8.2.8 The
food
caddy
recycling
system
is
being
gradually
introduced
for
apartment
blocks.
The
Council
are
supplying
small
green
caddies
for
food
to
each
apartment
and
a
red
bin
for
each
bin
store
to
receive
the
contents
of
individual
caddies. It seems
there
is
not
enough
room
for
these
in
some
of
the
bin
stores.
FirstPort
have
reported
this
to
the
Council,
who
have
no
solution
to
offer
but
simply
say
the
system
is
compulsory. The
situation
remains
unresolved.
8.2.9 Airbnb:
it
is
proving
difficult
to
find
out
which
are
the
properties
being
advertised.
Directors
were
encouraged
to
be
vigilant
for
possible
Airbnb
lettings.
FirstPort
have
written
again
to
all
agents
to
say
that
short-‐term
subletting
is
not
permitted.
After
some
discussion
it
was
agreed
that
the
Chair
would
write
to
Cllr
Liz
Wade
to ask
if
the
Council
is
aware
of
the
problem
in
Oxford
and
might
consider
a
crack-‐down
on
Airbnb, possibly
4
via
the
use
of
a
register
with
fines
and
taxes
as
in
some
other
cities.
8.2.10 Wooden
flooring:
after
much
discussion
it
was
agreed
that
we
should
not
permit
the
installation
of
wooden
floors
as
a
matter
of
principle,
even
with
acoustic
underlay. We
have
not
been
able
to
find
any
authoritative,
independent
evidence
that
these
underlays
are
as
effective
as
carpets
in
preventing
sound travel.
But
also,
the
lease
specifies
carpeted
floors only; if
we
gave
permission
for
wooden
floors
of
any
description
we
would
be
in
breach
of
this clause
and
might risk legal
action to
reinstate
carpets
by
future
owners
of
apartments underneath.
This
would
be
a
permanent
risk.
FirstPort
will
therefore
write
to
the
two
residents
who
have
asked
if
they
can
install
wooden
floors
and
explain
why
we
have
to
refuse
permission
even
with
acoustic
underlay.
8.3 Gardening
Sub-‐Committee
8.3.1 The
Watercourse
Sub-‐Committee
had
met.
Silt
build-‐up
is
still
an
issue,
with
2
dry
tonnes
being
deposited
a
year from
the
Woodstock/Banbury Roads catchment
area,
according
to
Dr
Curt
Lamberth’s
report.
However,
a
board
has
been
inserted
by
a
member
of
the
sub-‐committee
into
the
brick
weir
near
the
exit
to
the
Trap
Grounds; this
has
raised
the
water
level
by
a
few
inches which
benefits
aquatic
wildlife
and
covers
the
silt
present.
The
water
in
the
wildlife
corridor
stream
and
balancing
pond
is
now
generally
very
clear
and
the
raised
weir
level
causes
a
small
waterfall
which
aerates
the
water
beneficially
before
it
enters
the
Trap
Grounds.
A
major
meeting
with
Thames
Water,
Berkeley
Homes,
the
City
Council,
the
Environment
Agency
and
others
is
still
under
consideration but
more
research
needs
to
be done
first.
A
director
is
contacting
an
expert
in
SUDS
(Sustainable
Urban
Drainage
System)
for
a
potential
consultancy
to
advise
us
on
the
design
of
our
system.
Meanwhile
an
action
plan
has
been
agreed
regarding
the
regular
removal
of
silt.
Some
areas
of
the
wildlife
corridor
have
been
seeded
with
yellow
rattle
(which
is
parasitic
on
grass
and
helps
to
keep
it
in
check) and
more
water-‐loving
plants
will
be
planted on
the
banks in
the
new
year.
8.3.2 As
recommended
in
the
Health
and
Safety
report,
Evergreen
are
to
install
a
high-‐quality
post
and
rail
fence
by
the
lake,
about
three
feet
high,
with
a
gate
for
access
by
the
pump
maintenance
company and
others.
Also
Evergreen
will
install
several
sections
of
a
strong
chain-‐link
fence
in
gaps in
the
trees
by
the
lake
which
people
use
for
illegal
fishing.
It
was
confirmed
that
a
pollarding
programme
is
in
operation
for
the
trees.
It
was
also
recognised
that
the
goat
willows
are
inappropriate
for
the
site
and
that
eventually
they
might
have
to
be
taken
out
completely and
replaced
by
more
appropriate
shrubs.
8.3.3 Metrorod
are
to
start
work
levelling
and
clearing
the
swale
on
1
December.
8.3.4 It
was
agreed
that
a
Director
should
decide
on
the
date
of
the
next
bicycle
cull.
5
8.4 Scrutiny
Sub-‐Committee
8.4.1 New
draft
Management
Agreement
with
FirstPort:
response
still
awaited from
FirstPort.
The
issue
of
the
inflation
rate
to
be
applied
to
FirstPort’s
fees
will
be
included
in
the
discussion
as
and
when
it
happens.
The
Sub-‐Committee
has
started
to
consider
the
issues
involved
in the
tendering
of
the
managing
agent
contract.
8.4.2 The
Sub-‐Committee
and
the
Gardening
and
Apartment
Blocks
Sub-‐Committees
have
updated
their assessments
of
FirstPort’s
performance.
This
is
generally
satisfactory
but
the
Chair
will
write
to
FirstPort
about
some
concerns,
for
example
Customer
Services,
where
sometimes
there
are
problems
of
communication
and
liaison
with
the
Property
Managers.
9 Feedback
9.1 Nothing
to
report.
10 WRACIC
10.1 The
annual
hog
roast
is
scheduled
for
Saturday
10
December
and
planning
is
well
under
way,
with
the
band
from
last
year
and
many
other
attractions.
11 Managing
Agent
11.1 The
lift
at
Complins
Close
was
repaired
after
a
delay
of
ten
working
days.
This
seems
an
excessive
delay
but
a major
problem
with
all
lift
companies
now
is
that
they
no
longer
carry
large
stocks
of
spares,
so
frequently
these
have
to
be
ordered,
causing
a
delay.
Also
for
more
complex
repairs
a
more
senior
technician
has
to
be
booked
in
advance.
Other
lifts
need
repairs
which
require
a
Section
20
consultation,
and
all
dates
are
now
booked
in
by
FirstPort.
11.2 Two
quotes
have
been
obtained
for
anti-‐slip
strips
on
the
bridge
in
the
wildlife
corridor
which
still
lacks
them.
It
was
agreed
to
accept
the
Evergreen
quote,
so
that
both
bridges
will
now
have
non-‐slip
surfaces. Signs
saying
“Cyclists
Please
Dismount”
have
been
installed
at
each
end
of
both
wildlife
corridor
bridges.
12 Any other
business
12.1 It
seems
the
planning
application
for
26
Cox’s
Ground
has
now
been
agreed with
no
apparent
issues
for
the
WMC.
6
12.2 There
was
some
discussion
of
the
GreenSquare
proposal
to
erect
a
five/six-‐foot
fence
across
the
grass
at
the
back
of
their
Clearwater
Place block,
including
across
the
swale
which
is
the
responsibility
of
the
WMC.
Their
intention
is
to
prevent
that
grass
area
being
used
as
a
short-‐cut.
This
idea
was
not
welcomed as
it
was
felt
that
such
a
tall
fence
would
not
be
in
keeping
with
the
ambience
of
the
estate.
The
Chair
suggested
that
lower
black
railings
with
a
gate,
in
the
style
GreenSquare
have
used
elsewhere
in
that
area, would
be
more
appropriate,
while
the
swale
itself
must
be
left
as
it
is.
The
Chair
agreed
to
write
to
GreenSquare
along
these
lines.
A
director
asked
if anything
could
be
done
to
control
the
children
who
roam
around
the
estate.
It
was
reported
that
in
the
past
both
GreenSquare
and
the
police
had
been
approached
about
this
problem,
but
with
little
result.
It
was
agreed
that
at
their
next
walk-‐around the
Gardening
Sub-‐Committee
would
look
round
for
suitable
places
to
install
relevant
signs
prohibiting
ball
games,
etc.
12.3 The
personal
injury
claim
from
the
resident
who
fell
off
her
bicycle
is
still
with
the
insurers.
12.4 A
director
had
raised
the
question
of
installing
a
bin
for
dog
waste
alongside
the
rubbish
bin
by
the
lake.
But
after
much
discussion
it
was
decided
not
to
apply
to
the
Council
for
a
dog
waste
bin
as
one
had
already
been
requested
some
time
ago,
without
success.
Furthermore,
two
would
be
needed
(by
the
lake
steps
and
by
the
green) and
it
was
thought
that
the
presence
of
such
bins would
encourage
people
to
bring
even
more
dogs
to
the
grass
areas.
13 Date,
time
and
location
of
future
meetings
13.1 17
January,
14
March
(2017)
– both
Tuesdays
at
7.30
pm
in
the
Community
Room.
Date
for
AGM:
Thursday
27
April
2017
at
7.30
pm
in
the
Woodstock
Road
Baptist
Church.
Booking
to
be
confirmed.