WATERWAYS MANAGEMENT COMPANY
COMMITTEE MEETING
8.15 PM ON MONDAY 13TH OCTOBER 2008
MINUTES
Present:
Steve Matthews (Acting Chair), Margaret Bird, DianeCrocombe, Peter Higgins, Nick Robinson and
Miles Thompson.
In attendance: Chris Attwater, Peverel.
Minute taker: Emma Thompson
- Apologies
Apologies for absence were received from Nick Sampson, Louise Robertson and Asif Muneer. - Private Business
None reported. - Approval of minutes from Meeting 14 (11/09/08)
The minutes of the meeting were approved subject to the amendment of some inaccuracies. - Matters arising
Meeting 12
4.1 Produce selection criteria for the review of managing agents ongoing
4.2 Set timetable for review of managing agents ongoing
Section 15 refers.
4.4 Minutes of past committee meetings placed on WRA website. ongoing
Section 9 refers.
4.5 Resolve slippery footbridges completed GSC
4.6 Path on wildlife corridor ongoing GSC
4.7 Lighting on wildlife corridor ongoing GSC
4.8 Garden bin article in Waterways World ongoing GSC
4.9 Lake water quality. ongoing GSC
Section 13 refers.
4.9 Lift defects ongoing
WMC noted correspondence from Berkeley Homes dated 8th October which stated work on the lift
pits was underway and once complete, warranty certificates would be issued.
4.11 PTSC minutes of meeting PTSC
Action: director to prepare and circulate minutes of meeting.
4.12 Timescales for revision of WMC welcome pack and Good ongoing
Neighbours Guide (meeting 14).
Action: director to liaise with WRA to complete pack.
Meeting 13
All complete.
Meeting 14
4.13 Note to lease and property transferral documentation stating WMC position on subletting . Section 11 refers. completed.
4.14 Developer requested to investigate mortice lock failures. ongoing
Action 1: director to complete article for submission to Waterways World prior to publication
deadline of end of October 2008 or for entry into Spring edition.
Action 2: director to retain broken lock for analysis.
Action 3: WMC to discuss implications of resident responses with Berkeley Homes, pursing the
matter with the Health and Safety Executive, if necessary.
4.15 Financial update. Section 7 refers. completed
4.17 OCHA garden maintenance ongoing
4.18 GEM (Woodstock Lodge managing agents) garden maintenance ongoing
Action: director to review and approve letter drafted by Waterways Managing Agents to request
improved standard of maintenance.
4.19 Special resolution on community room. Section 6 refers. completed - Report from AGM Sub-Committee (verbal report)
WMC noted that the AGM could not be held until a set of audited accounts was ready for
presentation. The auditors had indicated that the paperwork would be complete by 17th October,
subject to no additional queries arising. It was agreed that the WMC AGM should be held within 7-10
days of the WRA AGM and that, under the terms of the constitution, would have to be held within
15 months of the previous AGM.
Action 1: directors to revise content of nomination letter and include explanation of what should
be included on form.
Action 2: director to make a provisional booking with the Baptist Church for either 2nd or 4th
December 2008 after checking availability with chair.
Action 3: director to identify which directors standing down may wish to seek re-election and
those who may wish to resign to establish vacancy numbers.
Action 4: managing agents to advise if co-opted director will need to stand for election under the
terms of the articles of association. - Report from Community Room Sub-Committee
WMC noted a change in strategy from sub-letting the community room to Shout as resolved at the
previous WMC AGM to discussing the potential to come to an arrangement with a provider to
manage the room on behalf of the WMC, subject to this being agreed with a suitable provider, the
freeholder’s approval and the legal implications of such a strategy.
Resolved: that the paper should be submitted at the AGM. - Financial Update
An update on the accounts was received. It was noted that WMC had asked the managing agents to
clarify the reasons for the overspend on gardening, general repairs and increases on lift
maintenance as well as changes to electrical cost distribution. This clarification had been received.
Action: managing agents to draft an explanatory letter to accompany accounts for approval by
WMC. - Complaints Portfolio
WMC noted a report summarising progress on various matters. One new case was included.
Peverel had been asked to investigate a complaint relating to BACS payment collection.
WMC was also aware of concerns raised with the reinstatement of ground works to the bin store in
Cox’s Ground following remedial work conducted by British Gas. The latter would be monitored but
no further action was required at present as it was not considered a matter for escalation.
Since the report had been produced a subsequent query had been received relating to the WMC’s
perspective on corresponding with those individuals who claim to represent a number of residents.
It was agreed that for the sake of all parties concerned it would be appropriate for those individuals
to advise the WMC separately that they are happy for a particular individual to represent them and
that such an individual has delegated authority.
Action: director to respond to enquirer accordingly. - Previous management committee minutes
WMC noted that a resolution from the minutes dated 21st May 2007 appeared to preclude the
distribution and publication of minutes from meetings held prior to the current Committee. This
resolution appeared to contradict its Objectives dated November 2007 which stated it should be
transparent in all business and publish its minutes as a matter of public record. The WMC felt that it
would be inappropriate to publish full minutes from the previous Committee.
Action: directors to prepare synopsis of previous meetings for inclusion on website. This synopsis
would be a précis of decisions taken and not a record of discussions. - WMC objectives
Action: directors to prepare a report for the AGM demonstrating progress against objectives. - Adjustment of transfer documentation wording
WMC noted and agreed the proposed wording on restrictive covenants drafted by the managing
agents which incorporated building alterations, pets and sub-letting clauses and respective policy to
be applied by the managing agents on behalf of the WMC.
Action: managing agents to include with all new transfers. - Report from Apartment Block Sub-Committee (verbal)
None presented as no meeting had taken place. - Report from Gardening Sub-Committee (verbal)
WMC noted that lighting on the wildlife corridor had to be given a low priority due to the cost
involved but that it could remain a long term plan.
It was also noted that a contract had been established to test the quality of the water in the lake to
ensure there was no leaching from previously polluted land on the development.
Berkeley Homes had confirmed that it would be making localised repairs to the tarmac along the
wildlife corridor but would not be replacing the timber edging.
Action: managing agents to report outcome of water quality analysis to GSC. - Report from Parking and Traffic Sub-Committee (verbal)
WMC noted that a meeting had taken place with County Council Highways Department who had
confirmed that the Council would not actively intervene with the status quo, other than legalise
existing yellow lines. The Council had yet to receive an application from Berkeley Homes to adopt
Lark Hill and Elizabeth Jennings Way.
It had been suggested that measures could be taken to test resident s’ concerns of speeding within
the development which the County agreed to investigate. - Report from Managing Agent Review Sub-Committee (verbal)
Due to a conflict of interest, Peverel left the meeting.
WMC noted that a list of potential alternatives to the current incumbent had been discussed but no
review would be undertaken this year due to timetable constraints and a lack of procurement
experience. The current managing agents had managed the development for quite a few years and
had good knowledge of the issues. It was recognised that the service provided by the managing
agents had improved but the WMC was under an obligation to undertake a review annually. The
WMC praised the account manager for the time he had dedicated to the development.
Action 1: following AGM the group will re-form and include consideration of performance
measures by which Peverel will be monitored and establish timetable, criteria and project plan for
formal tender process.
Action 2: director to write to Peverel advising that Peverel OM Ltd would remain the managing
agents for the next 12 months. - Health & Safety
None reported. - WRA Matters
None reported. - OCHA Matters
None reported. - Maintenance update
It was reported that the managing agents were currently clarifying the legal and financial obligations
relating to the upkeep and maintenance of Clearwater Place. Discussions were on-going with
Berkeley Homes, the pension holder for the commercial unit and OCHA to secure a nominal sum
which would be index-linked.
A firm would be instructed within the next few weeks to undertake the redecoration of the
apartment blocks on Elizabeth Jennings Way. - Date of next meeting
To be confirmed. It was suggested the next meeting should be prior to the date of the AGM.
Glossary:
ABSC Apartment Block Sub Committee
AGMSC Annual General Meeting Sub Committee
CRSC Community Room Sub Committe
GSC Gardening Sub Committee
OCHA Oxford Citizens’ Housing Association
PTSC Parking and Traffic Sub Committee
MARSC Managing Agent Review Sub Committee
WRA Waterways Residents’ Association