WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 103
5.30 pm, Tuesday 11 July 2023
Waterways Community Room, Clearwater Place
Present: Adrian Olsen (Chair), Ann Hall, Kate Lack, Nicholas Orme, Paula Reynolds, Hilary Sorensen,
Mary Tovey, Liz Wheater
In attendance: David Hone, FirstPort Property Services
Minute taker: Imogen Olsen
1 Apologies for absence
1.1 Aroul Ramadass, Louise Robertson, Brian Shine, Raquel Stremme
2 Approval of the minutes of meeting 102 held on 16 May 2023
2.1 The minutes were approved.
3 Matters arising from the minutes
3.1 (3.1) Although Berkeley Homes had still not responded regarding Cox’s Ground car park,
it was once more agreed that this matter should be kept on the agenda for the time
being.
3.2 (3.3) Acorn had examined all damaged railings and worked out which needed
replacement and which were basically sound. Another contractor had been engaged to
repaint the latter group, while Acorn would carry out the replacement work.
3.3 (3.6) FirstPort had emailed Berkeley Homes to ask if consent was required for the
proposed remodelling of a private car park in Stone Meadow. One director advised that
based on her experience in her own front garden it would be impossible to manoeuvre
two cars in the space proposed.
3.4 (3.7) GreenSquare had replied to FirstPort’s report of an abandoned van in a GS car park
to say that the owner is selling it and will require three more months.
3.5 (4.2.4) The consultation on a request for ‘Slow’ sign(s) in the Stone Meadow cul de sacs
had resulted in three against any action, three for speed bumps and two for signs. After
some discussion as to who would pay for speed bumps, it was agreed that signs were the
most sensible and cheapest solution and that one sign should be placed on WMC land.
3.6 (8.2) In the absence of the WRACIC liaison director, there was nothing to report
regarding further publicity for Music on the Green.
3.7 (8.3) FirstPort had obtained CCTV footage for the period covering a presumed theft from
the lobby of 115-141 Frenchay Road, but nothing suspicious had been spotted. A
director reported another missing delivery from her block of flats. She had obtained a
crime number and informed M&S. She also reported that her block’s front door needed
checking and FirstPort agreed to do this.
4 Electric vehicle charging – meeting with Waterside representative
4.1 Notes on the meeting had been circulated with the agenda. The Chair and the lead
director had met a resident from Waterside who was very knowledgeable on the subject
and had already made progress in installing charging points. They had installed channels
across some pavements for houses, but it was doubtful that this solution would be
appropriate for Waterways. They had also investigated installing points in separate
carparks. SSE would charge £25,000 for a connection, which was far too expensive.
Another idea was a sort of long extension lead in a conduit, linked to all relevant houses
or flats and set in a trench. They were already going ahead with this for one block of
houses and thought it would be appropriate for apartment blocks too. It was agreed that
this was a simple but elegant solution. There was a problem with residents who didn’t
want to take part and were reluctant to pay a share, although it could be argued that an
ECV point would make their properties more marketable.
However, it was proving hard to find contractors for such work. A director pointed out
that this would have to be demand-driven, and that currently there was little demand. As
it was not therefore an urgent problem, it was agreed to carry on investigating, and
possibly to raise the matter at the AGM.
5 Sub-committee matters
5.1 Apartment Blocks Sub-committee
5.1.1 FirstPort reported on the lift consultations in progress. All was in order.
5.1.2 A car had been driven into a ground-floor flat at Clearwater Place. FirstPort had
responded in a very timely manner, with relevant building and insurance experts arriving
promptly, making the area safe and boarding it up. The FirstPort surveyor is managing
the repairs. There was some discussion about insurance and what would be covered, and
FirstPort were thanked for doing an excellent job.
5.1.3 FirstPort had spoken to the mother of the resident at 2-32 EJW who had twice driven his
mobility scooter into the lift and damaged it, and had asked her to find him a smaller
scooter.
5.1.4 FirstPort provided an update on external redecorations in EJW.
5.2 Gardening Sub-committee
5.2.1 Residents in Frenchay Road were delighted with the repaving recently carried out on
their paths. Evergreen had found a local firm, Summit, to do the work. Two areas at the
ends of the path were owned by the American Embassy and had not yet been done. This
would be followed up by FirstPort.
5.2.2 There was further discussion of the proposed bench for EJW. A plastic bench had been
proposed, as used in the Trap Grounds, but not everyone was in favour of this. There was
also some debate as to where the bench should be placed. A vote was held and it was
agreed to proceed with the plastic bench in the position originally suggested.
5.2.3 The lead director on silt had still not heard back from OnSite after their meeting on 30
May. It was feared that the job was too small for them. However, the director would
pursue them again for a response.
5.2.4 The bike cull had been carried out by FirstPort, and they would schedule another for
September.
5.2.5 Some GreenSquare residents had approached the Chair, worried about the poor state of
their grounds, and had asked if FirstPort could write to GreenSquare asking them to do
better. It was suggested that the matter should be escalated to the Board of Trustees if
there was no improvement.
5.2.6 Notes had been circulated on the latest walk-around on 23 May.
The cherry tree on the green at the end of Frenchay Road was looking sickly. Various
treatments had been tried over the past two years, without success. Evergreen would be
asked to investigate further.
There was some discussion as to what to do with the rough grassy slope at the end of the
wall by the lakeside. Ferns were suggested as a suitable addition.
The avenues of silver birches in the cul de sacs in Stone Meadow were growing too big
and a long-term replanting plan would be required. Meanwhile they could be simply
reduced. Evergreen would consult the council Tree Officer.
5.2.7 A director reported that contractors for the Trap Grounds had been parking heavy
vehicles and equipment on the green at the end of Frenchay Road without permission
from WMC. FirstPort agreed to contact a Trap Grounds representative.
5.3 Finance
5.3.1 FirstPort would chase their finance team regarding progress on the 2022-23 accounts.
5.3.2 An induction session for the new Treasurer would be arranged by FirstPort.
6 Feedback
6.1 Nothing to report.
7 Managing agent
7.1 FirstPort had raised orders for the cleaning of all flat roofs, as required under their
guarantee.
7.2 Testing of emergency fire and light systems should now be done every month instead of
twice a year. It was agreed to go ahead with this.
7.3 FirstPort asked the Chair, who had experienced problems logging into their website, to
send a screenshot.
8 WRACIC
8.1 Nothing had been heard regarding the WRA website, which hosted the WMC web pages
and which had not been maintained for many years. It was now impossible for the Chair
and Secretary to carry out their regular updates. It was agreed to mention this at the
AGM and ask if anyone was able to help, perhaps by setting up a new website for WMC
only.
9 Any other business
9.1 FirstPort agreed to clean the bins in the Complins Close bin store.
10 Dates and times of next meetings
10.1 2023: 12 September, 14 November; 2024: 16 January, 12 March – all at 17.30.
AGM: 2 November 2023 at 19.30.