WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO.25
7.45 PM ON WEDNESDAY 10 MARCH 2010
MINUTES
Present: Miles Thompson (Chairman), Margaret Bird, Diane Crocombe, Mireille Levy,
Louise Robertson, Raquel Stremme, Nick Sampson, Paula Reynolds, Nick
Robinson.
In attendance: Chris Attwater & Rob Howle from OM Property Management & Richard
Dorey (Chair, WRA)
Minute taker: Miles Thompson
- Apologies
Peter Higgins & Derek Summers - Private Business
None - Approval of minutes from meeting 24 (13/01/10)
The minutes of the meeting were approved as a correct record.
4
4.1
4.1.2
Matters arising
Conveyance Matters (Previously raised at Mtg 20 Item 5.1, Mtg 21 item 4, Mtg 22
item 4, Mtg 23 item 4 & Mtg 24 item 4.1) in relation to:
parking/visitor space relating to number 62 Frenchay Road
collection of service charge for OCHA units and commercial unit block,
and
charges for additional allocated parking spaces in Lark Hill.
Managing Agent has taken a commercial decision not to pursue Berkeley Homes
for these costs. The work has been undertaken at OM’s expense and the WMC
has not been recharged for their time in resolving these matters. The Managing
Agent was thanked again for their efforts on these matters on behalf of the
Company – closed
4.2
4.2.1
Newsletters to be made available on the WRA website for non-resident owners –
Mtg 22, item 5.8 & Mtg 24, item 4.2
RESOLVED:
Chair of WRA has agreed to follow up – open
4.3 Oxford City Canal Partnership (OCCP). Mtg 22 Item 9.2
2
4.3.1
4.3.2
4.3.3
The Chair had attended the OCCP meeting earlier in the day. The principle
focus of the OCCP is on the main potential development areas of the former
canal basin (the Worcester Street Car Park) and the Jericho Boatyard. No
matters of direct relevance to The Waterways had been raised.
There is an open invitation from the Chair for one of the other Directors to attend
the next meeting. Any Director interested in going should contact the Chair –
closed
The GSC has considered the proposal of providing a sign to direct boaters to
their dedicated bin store, away from using our bin on the green at the top of
Frenchay Road; see minutes from meeting of Gardening Sub Committee 24 Feb
2010 – closed
4.4
4.4.1
Access to Google Documents, Mtg 22 Item 7.25
Chair had invited all Directors and the Managing Agent to join Google Group,
which will provide access to the Waterways Management Company shared
documents. Any outstanding access issues to be taken up with Chair – closed
4.5
4.5.1
Committee Secretary – Mtg 24 Item 6.1
Chair to contact Director to offer them the role of Committee Secretary, at the
same rate as the minute taker, subject to the Company Secretary checking that
this is permissible in accordance with the Memorandum and Articles – open
5
5.1
5.2
5.3
5.4
New Property Manager
The Managing Agent explained that the current Property Manager had been
promoted to work in another division within the business and would cease to be
the Property Manager for The Waterways from 1 April 2010. A new Property
Manager will take up the post from 24 May. During the interim the Regional
Property Manager will be acting Property Manager for the Waterways.
The old Property Manager will continue to be available to the team at OM to
provide background and to answer questions while the new Property Manager
settles in and during the interim. He will also continue to be involved in this
year’s financial work, to provide continuity on this complex and sensitive area.
The Managing Agent explained some of the experience the new Property
Manager has. They will attend the next Management Committee meeting on 12
May, even though this is before they officially take over the role of Property
Manager.
In the meantime, the Regional Property Manager will pass his email contact
details to all the Directors.
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6.1
Aerial Upgrade / consultation protocol
Following the experience of the last consultation process, in connection with the
aerial upgrade to some flats, the Chair suggested some improvements to note for
future consultation exercises.
3
6.2.1
6.2.2
RESOLVED
Future consultation letters shall incorporate the following points
1 – it shall be made clear to those being consulted that they must reply
individually and cannot reply through others or on behalf of others
2 – those being consulted shall be told that if they submit their comments by
email to the Managing Agent then they will receive an automated ‘message
received’ response and that if they do not receive such a message then they
should assume their email has not been received
3 – within seven (calendar) days of the deadline for consultation responses, all
those who were consulted should be told the result of the consultation exercise;
even though it may be necessary to issue other details later.
The Managing Agent is to produce a draft standard consultation letter
incorporating these points, which can then be passed to the Chair, to be added to
the list of documents at the Management Committee’s Google Group account.
7 Rackham Place Flats Sign
7.1
7.2
The Committee’s position remained unchanged: all areas of communal open
amenity space on The Waterways should be available to all other residents of
and owners of property on The Waterways, whether managed by the WMC or
OCHA. The WMC does not seek to restrict access, to the land it manages, to
just its members, even though some of these areas experience anti-social
behaviour. The WMC makes its areas available to all residents of and owners of
property on The Waterways. The Committee still feels OCHA should adopt the
same principle.
RESOLVED
Lead Director of External to contact OCHA
1 – to ensure that OCHA recognises that all residents of the Waterways are
entitled to access all areas of communal open amenity space around the
Waterways, whether managed by OCHA or by the WMC
2 – to explain to OCHA that we understand the concerns that anti-social
behaviour can give rise to and that retention of the sign, advising that access to
the open space is only for occupants of the adjacent flats, will be needed while
the problem of the anti-social behaviour is dealt with but that it is not appropriate
to seek to permanently restrict access and that therefore they should provide an
indication of how long the sign will be needed for
3 – to seek to establish clearer and more regular lines of communication with
OCHA, to ensure in future that matters of common interest are dealt with more
effectively.
8 Health and Safety
8.1 Matters Arising
8.1.1 Mtg 22 items 16.8 and 16.9, mtg 24 item 8.1.1
Letter to apartment block owners, outlining the cost of measures relating to
rodent and badger control, to be issued by the Managing Agent – closed
4
8.1.2 Mtg 22 item 16.10 & mtg 24, item 8.1.2
Managing Agent to provide the Chair with proofing cost – closed
8.1.3 Mtg 22 item 16.12 & mtg 24, item 8.1.3
Managing Agent to forward a copy of the health and safety report to the Chair –
closed
8.1.4 Mtg 24, item 8.2
Chair of sub-Committee wrote on half of WMC to County Highway Authority,
asking for provision of grit boxes around the Waterways – closed
9 Report from Parking and Traffic sub-committee
9.1
9.1.1
Matters arising
Mtg 22, item 10.5 & Mtg 21, item 10.4
RESOLVED
An article providing an update on progress towards adoption to be submitted for
inclusion in Waterways World, if the publication timetable coincides with the
County Council’s timetable for the road adoption – closed
9.1.2. It was reported that once the WRA had identified its new SubCommittee
members, as a result of the change in membership, the joint working group would
continue its discussions with the Council for the adoption of the entire fabric of
the bridge on Elizabeth Jennings Way. Chair of Parking and Traffic subcommittee to report progress to future meetings of the Management Company –
open
9.2.1
9.2.2
9.2.3
It was noted the proposed scheme of parking restrictions follows the results of
the consultation we undertook with residents
RESOLVED
1 – Chair of Parking and Traffic sub-Committee to submit representations to the
County Highway Authority supporting the proposed scheme of parking
restrictions
2 – The Traffic & Parking Sub-Committee, the Gardening Sub-Committee and
OM Property Management to work together to identify suitable locations at which
to post signs to advise that some areas on the Waterways are residents parking
only.
10 Apartment Block sub-committee
10.1 Matters Arising
10.1.1 Mtg 22 item 11.4, 11.5 & 11.6 & Mtg 24 item 10.1.2
It was agreed that a paper on the benefits, risk and implications arising from the
employment of a caretaker / site supervisor would have to be deferred until there
was confirmation the lease on the community room would allow use of the room
by the caretaker for employee ‘welfare’ purposes.
The Lead Director for the Community Room reported that the freeholder had
5
confirmed the use of the facility by a caretaker, for welfare purposes, would be
acceptable. The Lead Director for the Community Meeting Room was now raising
the same point with the party who had been invited to manage the room on our
behalf, to ensure they too would be happy for a caretaker to use the facilities of
the Meeting Room, for welfare purposes – open
10.1.2 The next meeting of the ABSC is scheduled for 16 March 2010.
11 Complaints
11.1.1
11.1.2
It was reported that a number of residents had sought clarity on items relating to
their service charge, which the Managing Agent had been unable to resolve
through the usual letters and emails. However, subsequently no-one had taken
up the invite to attend the offices of The Managing Agent to review the accounts
with a member of staff.
The Lead Director for Complaints expressed his gratitude for the way in which
the Property Manager had dealt with some of the recent complicated and
persistent complaints.
12 Gardening sub-committee
12.1 Matters arising
12.1.1 Mtg 21 item 14.3, Mtg 22 item 14.3 & Mtg 24 item 12.1.1
The Environment Agency has provided advice about how to deal with
unauthorised fishing around the lake and on how residents can report suspected
offences to them. Discussion had also taken place with the North Oxford Angling
Society, whose Secretary is also the local ‘bailiff’ – closed
12.1.2 The Managing Agent had sent a copy of the recent Health and Safety report to
the GSC, which contained reference to the risks associated with fishing by the
lake – closed
12.2 Name for the lake
A Director from the Gardening sub-committee suggested the lake off Elizabeth
Jennings Way should be given a proper name. The WRA was asked to consider
running a competition in Waterways World to find a suitable name – open
13 Community Meeting Room
13.1 The Lead Director reported the recent progress and what more was being
considered to help move the process further along. He also outlined some of the
areas at dispute. The Committee duly noted these points.
14 Any other business
14.1 Draft Service Charge
The Treasurer and Deputy Treasurer outlined some of the points they had raised
with the Managing Agent. There is a concern the WMC will be criticised for
increases in insurance costs, which we have little or no control over. The letter to
accompany the invoices to members of the Company is to make clear the WMC
6
has no control over this cost. Across the board the level of increase this year is
expected to be quite modest (just over 2%). However, there is significant
variation within this and some members will see their charges increase by more
than this. Nonetheless, it was noted that but for the insurance many of our
members would have seen reductions in service charge. This reflects in part the
work of the Directors and of OM to bear down on costs. This effort and the
results for our members should be recognised and it was suggested this could be
covered by the Treasurer in their report for the AGM.
14.2 Planning Application – 15 Complins Close
RESOLVED
Having regard to the size and location, it was agreed that the Committee had no
comment to make.
14.3 The Waterways World could accommodate a logo to represent the Company. All
the Directors were invited to consider what would make for a suitable logo.
14.4 Two Directors confirmed they would be standing down soon: one at the end of
the month, and the other will know shortly. They were thanked for all their hard
work.
15 Date of next meeting
15.1
15.2
15.3
12
th May 2010.
Apologies received from NR for that evening.
It was agreed to continue, for the foreseeable, to commence the meetings at 7:45
and to finish in no more than 2 hours