WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO.32
7.30 PM ON WEDNESDAY 23 MAY 2011
MINUTES
Present: Miles Thompson (Chairman), Mirielle Levy, Paula Reynolds, Nicholas
Orme, Sally and Richard Doyle, Martin French.
In attendance: Rebecca Hill (Managing Agent)
Minute taker: Emma Thompson
- Apologies
Louise Robertson, Raquel Stremme, Derek Summers, Nick Robinson, Richard
Dorey. - Private Business
None. - Approval of minutes from meeting 31 (30/3/11)
The minutes of the meeting were approved as a correct record. - Matters arising
4.1 Progress on Welcome to the Waterways booklet
The Director responsible for taking forward the action was not present to provide an
update. However, it was noted that at the AGM a request had been made to ensure
sufficient information relating to recycling and wildlife within the development should
be included.
RESOLVED
Chairman to invite the Director with an involvement with the Canalside Environment
Group to review the current draft content.
4.2 Update on Directors’ responsibilities
A revised matrix outlining respective responsibilities was received and approved.
4.3 Parking of Streetcar in Complins Close
It was reported that Streetcar had agreed in principle to signage denoting the correct
parking space and penalties for those who failed to return the car to the correct
parking space.
However, Streetcar was reported as currently no longer using Complins Close.
RESOLVED
To remind Streetcar when it is operating from the development again.
4.3 My Property article
OM reported that a piece had been sent to the WRA Chairman for insertion in the
next edition of Waterways World.
RESOLVED
Chairman to provide OM with details of the editor’s email. - Health and Safety
It was confirmed that the Chairman had received the report from OM and all actions
required by the health and safety risk assessment had been resolved with the
exception of the inclusion of a paragraph in the Welcome to the Waterways booklet
on taking care near water.
RESOLVED
To include suitable paragraph regarding safety near the lake and other water courses
within the development.
The Chairman reported that OM held the original health and safety report on file but
the he had a copy should Directors wish to refer to the document.
It was noted that the next health and safety assessment was due in September 2011.
The contract had been re-tendered and a new supplier had been engaged which had
resulted in savings to the residents.
It was noted that a significant number of lead thefts had been reported by the police
since the beginning of March in the North Oxford area.
RESOLVED
Chairman to compile an article for the newsletter. - Update from Managing Agent
6.1 Update on fire extinguishers
OM reported that it had responded to residents’ concerns explaining the rationale for
the decision. No further correspondence had been received and the matter was now
considered closed.
6.2 Identity theft
Six cases of identity theft had now been confirmed due to criminals intercepting post.
The police had been asked to confirm what suitable procedure residents could follow
to minimise the risk. A response had not yet been received. OM had issued a letter to
owners and residents within those blocks which had been affected offering an
upgrade to existing mailboxes as an option.
RESOLVED
OM to write to Thames Valley Police enquiring whether there might be a suitable
solution to the problem. A deadline for receipt of a response to be given of two
weeks.
As a result of this criminal activity, the WMC had once again been asked to consider
the introduction of CCTV. The reasons for previous refusal remained in force.
RESOLVED
OM to draft a letter stating that the Management Committee was currently seeking
advice from the police authority and this issue was being taken seriously but that
CCTV would not be introduced. Draft to be issued to Chairman for approval.
7 Items from WRA
7.1 The WRA had not met since the last meeting of the WMC. Negotiations, however,
were ongoing with the freeholder of the community room over the terms of its use
and the lease. A newsletter would be going out soon.
RESOLVED
The WRA to provide the required annual summary of how the budget for 2010 had
been spent.
The Chairman of the WRA to request payment from the WMC in order to cover the
costs of the newsletter once the above summary had been received.
8 Finance
Feedback on ‘my property’ section of OM website
8.1 The Chairman reported that he had reviewed the access rights made available to
Directors of the WMC and felt that the information was extremely valuable.
8.2 It was noted that the Directors’ liability insurance had been renewed.
Apartment SubCommittee
8.3 The Directors received a paper on Right to Manage and agreed that further
information was required before any discussion could take place on this topic.
RESOLVED
OM to provide the WMC with additional background information on the advantages,
disadvantages and risks of such an approach on the Waterways.
Complaints
8.4. Nothing to report.
Garden SubCommittee
8.5 Update on the culvert maintenance
Aquaclear had been engaged by OM as a known contractor with experience in this
field as neither the Environment Agency nor British Waterways would provide a list of
suppliers with the appropriate waste disposal licence. Aquaclear was currently
awaiting notification from the Environment Agency on the best method to dispose of
the waste before proceeding and providing a quotation.
8.6 OM had also followed up the ownership issue of the culvert with Berkeley Homes
who stated that the County Council had adopted the culvert which was contrary to
what the WMC had been led to believe. OM was due to hear whether this was indeed
the case from the Council by the end of the week. This would inevitably move the
responsibility of managing the culvert to the local authority.
RESOLVED
OM to follow up with their solicitors on the matter of legal responsibilities relating to
the culvert if necessary upon receipt of the response from the Council.
Maintenance of ground adjacent to new property by the lake
8.7 The Chairman declared a private but not prejudicial interest and refrained from
entering into the discussion.
8.8 It was reported that the owner of the property had been asked to wait until the
Autumn to re-seed the area as it would be unlikely to take at this time of year. The
owner had refused. Despite a number of letters being issued to gain assurance that
they would re-seed the area at their expense in the Autumn if the planting failed, no
written confirmation had been received.
RESOLVED
Registered letter to be sent stating that if no reply received from the owner it would
be assumed that they would pay for the re-seeding of the area in the Autumn if the
current planting did not grow.
Parking and Traffic Sub Committee
8.9 It was reported that a curb stone had become lose on the rumble strip just beyond
the small roundabout by the lake.
RESOLVED
OM to inform the County Council so that the damage can be repaired.
AGM Sub Committee
8.10 It was noted that the resolutions passed at the AGM had been notified to Companies
House.
RESOLVED
The draft minutes of the last AGM were approved subject to the addition of the word
‘for’ at item 4.1.
To upload the draft minutes on to the Waterways website, once amended, which
would be approved at the next AGM.
To replace the current draft minutes on the Waterways website for the AGM held in
2009 with the final minutes as approved at the AGM held in 2011.
9 AOB
9.1 It was noted that the sinking fund for the redecoration of apartment blocks would be
revisited once the relevant contract had been re-tendered.
10 Date of next meeting
10.1 Wednesday, 6 July, Anchor, 7.30 pm