WATERWAYS MANAGEMENT COMPANY
MINUTES OF COMMITTEE MEETING No 105
Tue 14 Nov; 5.30pm; Community Meeting Room
Present: Anne Hall, Nicholas Orme, Aroul Ramadass, Paula Reynolds, Brian Shine,
Hilary Sorensen (acting Chair), Raquel Stremme, Mary Tovey, and Liz Wheater.
In attendance:
David Hone.
- Apologies for absence: Rachel Dolacinski, Catherine Lack, Louise Robertson.
- Draft minutes of the last meeting on 14 September were agreed, subject to the
rewriting of the minute about silt removal, the amended paragraph to read:
The lead director for silt clearance reported that OnSite had quoted and cleared silt
very satisfactorily. Approximately the same annual amount of wet silt (circa 12 tons)
had accrued in 12 months in the silt trap. She suggested that in future in addition to
the annual clearance of the silt trap, every 3 years the rest of the watercourse should
be de-silted, using OnSite and Aquatic Solutions. Removing silt is expensive but the
current contractors do a very efficient job and so in the long run is cost efficient. Tree
growth – to the west of the Frenchay Road bridge – was increasing the problem and
a reduction in overhanging branches should be undertaken. FirstPort are to find a
specialist contractor to do this as Evergreen cannot. - Matters arising:
3.1 Car parking issues, Cox’s Ground. No response has been received from BH.
FirstPort is continuing to pursue the matter.
3.2. Railings. These have been repaired and repainted in Elizabeth Jennings Way.
Due to winter, the rest of the programme in Frenchay Road is postponed until the
spring.
3.3. Remodelling of a private car-park in Stone Meadow. This matter was resolved
between the two owners and the matter is now closed.
3.4 Abandoned van in GreenSquare Accord car park. This is still present; FirstPort
will escalate action to remove it.
3.5 A ‘Slow’ sign has been installed in Stone Meadow. It is somewhat garish, and
FirstPort will pursue the question of replacing it.
3.6 Theft from lobby. This case is now closed.
3.7 Jet washing of 56-90 EJ Way has been postponed until the spring.
3.8 Branches overhanging the watercourse near the Frenchay Road bridge. FirstPort
has instructed West Side Forestry to remove branches as necessary.
3.9 Plastic bench in E J Way. It was agreed to proceed with this, and a director was
asked to report at the next meeting.
3.10 Car parked in resident’s space in Complin’s Close. The Mercedes car will be
moved, and the case is closed. - Electric vehicle charging. A director has agreed to investigate this, but no report
has yet been received and previous Committee meetings had agreed that action on
this should be demand-led. One resident is charging a car via a long lead. FirstPort
will intervene if there is a complaint and, leads are a potential danger, FirstPort is to
consult its legal department, and advice will then be circulated to all properties. - Sub-committees:
Apartments:
5.1.1 Lift modernisation. This began last week in 93-113 Frenchay Road and is
expected to take five-six weeks.
5.1.2 Damaged flat in E J Way. FirstPort is pushing the contractor: some delay is
caused by the need to order special replacements such as bricks.
5.1.3 Mobility scooter and lift damage. This has been resolved and the matter
closed.
5.1.4 Redecorations. Tenders are currently being sought for work at Stone Meadow
and
E J Way.
Gardening:
5.2.1 The draft report of the Gardening sub-committee was received, and the actions
proposed there, to be undertaken by Evergreen, were approved. It was agreed to
discuss the removal of trees, especially on the Green, at the next meeting, and to
ask the council’s tree officer for advice. A general tree survey will be due next year.
5.2.2 See above, section 3.8.
5.2.3 Repaving programme. This has been completed and there are no future plans.
5.2.4 See above, section 3.9.
5.2.5 See above, section 2.
5.2.6 Bicycle cull. This has begun and will be completed for the Frenchay Road side
of the canal in December, and for the E J Way side during January 2024.
5.2.7 Green Square grounds. David Hone thought that some action had been taken,
and will monitor the issue.
5.2.8 Big Rake. This was done on 24 Sept, and was judged a success, with several
volunteers.
Finance:
5.3.1 Annual accounts. These have now been issued. FirstPort has resumed the
practice of sending them out by post.
5.3.2 The treasurer has completed an induction into our finances.
David Hone reported that he intends to produce an Asset Plan (covering all financial
liabilities such as lifts and roofs) for each apartment block, beginning with 3-8
Complin’s Close. He pointed out that identifying all liabilities was likely to lead to
higher charges, but that these could be phased in gradually. - Managing agent.
6.1 David Hone reported that quotations for work on 108-26 Frenchay Road are
being sought.
6.2 The problem of logging on to FirstPort’s website is believed to have been solved.
6.3 Addendum – see below Post Meeting Addendum to the Agenda - Waterways Residents Association. A director reported that a representative of
WRA is pursuing the problem of access to its website. - Any Other Business.
8.1 The Baptist Chapel, Woodstock Road, has been booked for the AGM on 16
January 2024. Those in charge of the subcommittees are asked to produce their
contributions for the annual report. A director has kindly offered to edit that report,
and is to be asked to chair the meeting. As well as approving the report, the meeting
must elect the directors and approve the auditors.
8.2 Bench in memory of Adrian Olsen. It was resolved to site this in the Wildlife
Corridor, close to the children’s play area. The cost, it was thought, could come from
general funds as this will be an amenity for all on the estate. Evergreen should be
able to provide hard standing for the bench. It was agreed that Imogen Olsen should
be involved with the project,as a courtesy.
8.3. Management Committee. There is currently a maximum of fourteen places for
directors. There are ten at present. A director pointed out that ideally we shall require
a permanent Chair, Secretary, Treasurer, possibly deputies, and Chairs of the subcommittees.
8.4. Drainage. Now that suitable contractors have been identified, it was agreed that
FirstPort could negotiate with them whenever work is needed. The meeting thanked
the lead director for silt clearance for her hard work during recent years in finding
contractors and monitoring their operations. - Reception for those interested in becoming directors. This was held at 7.00pm
after the end of the Committee Meeting, and about seven people attended. They
were briefed about the Committee’s activities, and provided with nomination forms
should they wish to stand for election as directors.
The meeting, plus reception, ended at 8.00pm.
Post meeting Addendum to the Agenda
The following item was discussed, post the meeting, by email correspondence
among those
Directors present at the meeting, and the following was agreed by email:
FirstPort fee for registering the identity of new tenants (addendum 6.3)
An owner had queried the fee charged by FirstPort for registering the identity of new
tenants.
In email discussion on this matter, FirstPort explained that the right to require
notification is embedded in the lease. Following a number of incidents, including one
serious police incident involving the storage, by a tenant, of chemicals in an
apartment on the Waterways some years ago, the Committee and FirstPort had
agreed that this lease obligation would be strictly enforced. This is for the security of
all who own property here. The charging of a fee was put to and approved by the
AGM in 2018. FirstPort have confirmed that it is standard practice for Managing
Agents to charge an admin processing fee and the actual fee is in line with their
competitors.
This matter will be formally closed at the next Committee meeting.