WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 38
7.30 pm, Monday 14 May 2012
Present: Miles Thompson (Chairman), Sally Duncan, Richard Doyle, Anne Hall,
Paula Reynolds, Louise Robertson, Nick Robinson, Mary Tovey.
In attendance: Rebecca Hill (Managing Agent)
Minute taker: Emma Thompson
- Apologies
1.1 Sally Doyle, Martin French, Raquel Stremme, & Richard Dorey (WRA). - Appointment of Chair to WMC Management Committee
2.1 Miles Thompson agreed to stand again as Chair of the Committee. His nomination
was presented by Louise Robertson and seconded by Anne Hall. The Committee
unanimously voted in favour, there being no other nominations.
2.2 RESOLVED
To elect Miles Thompson as Chair of the WMC Management Committee. - Appointment of new Director
3.1 It was reported that members at the AGM had voted in favour of approving the
nomination of Sally Duncan to join the Company as a director. As a result, Miles
Thompson recommended that the Committee receive the nomination which was
seconded by Louise Robertson. The motion was carried.
3.2 RESOLVED
To appoint Sally Duncan as a director to the WMC Management Company. - Minutes
4.1 Approval of the minutes from meeting 36 (30/01/12)
The minutes of the meeting were approved as a correct record.
4.2 Approval of actions to be taken from informal notes of meeting 37 (26/03/12)
Members were reminded that the last meeting had not proceeded as the number
present had not met the requirements for a quorum under article 16.4 of the
Memoranda and Articles of Association.
RESOLVED
4.2.1 That the informal notes of meeting 37 should be published on the website, alongside
the minutes from other meetings.
4.2.2 To agree the actions contained within the informal notes, including those relating to
the culvert and the apartment mailboxes. - Matters arising from the minutes from meeting 36
None. - Appointment of Directors’ Responsibilities
6.1 Directors received a table outlining responsibilities and discussed potential gaps
which needed to be filled. The following responsibilities were agreed:
6.2 Treasurer: Mary Tovey. It was noted that the Deputy Treasurer would need to be
replaced in July and that succession planning would be required.
6.3 All the new directors expressed a desire to join the Apartment Block Sub-Committee.
It was agreed that after the next meeting, the Sub-Committee would advise OM of the
central point of contact for all communication between the managing agent and the
Sub-Committee.
6.4 Members were needed for a Scrutiny Committee, the purpose of which would be twofold – to identify and pursue improvements in managing agent services and to
establish the resources required to subject the contract for providing Managing Agent
services to a competitive tender process.
6.5 Louise Robertson, Miles Thompson, Mary Tovey and Nick Robinson agreed to
participate on the Sub-Committee.
6.6 Sally Duncan agreed to join the AGM Sub-Committtee.
6.7 Raquel Stremme had agreed to take over monitoring the feedback email and Nick
Robinson offer to provide support.
6.8 OM reported that the relevant Companies House forms had been despatched for
completion by the new directors.
RESOLVED
6.9 Directors to notify OM if Companies House paperwork does not arrive.
6.10 Chair to update the table of responsibilities for circulation. - Setting of objectives for 2012 to 2013 for WMC Management Committee
7.1 The proposed objectives for the forthcoming year were received. Members were
reminded that the Chair would report progress against the objectives at the AGM and
that they would be posted on the website and communicated to residents through the
Waterways newsletter.
7.2 RESOLVED
To approve the objectives for 2012-13. - Annual General Meeting
8.1 The low attendance at the AGM remained disappointing. A number of options were
considered to encourage owners to attend. These included the provision of food and
wine which OM generously offered to provide and for the managing agent to identify
multiple owners, such as St John’s College and OCHA, so that the Company could
target these owners to increase the potential for the meeting to be quorate.
RESOLVED
8.1.1 That the draft minutes of the April 2012 AGM were approved for publication on the
website.
8.1.2 That the draft minutes of the March 2011 AGM should be replaced with the final
minutes as approved at the 2012 AGM. - Sub-committee news round up
9.1 Finance Sub-Committee
It was noted that the Directors’ indemnity insurance was due for renewal in July.
RESOLVED
OM to forward necessary paperwork for Chair to sign.
9.2 Apartment Block Sub-Committee
The Committee was grateful for OCHA’s support in printing the recent ‘welcome to
the waterways’ booklet which had been distributed to all residents within the
development.
Gardening Sub-Committee
9.3.1 The risk of flooding as a result of silting of the culvert remained high. The SubCommittee invited the views of the Management Committee on the proposed
appointment of an environmental consultancy to manage the work of the proposed
contractor. The role of the environmental consultants would be to ensure the work
was done in a manner that sought to minimise the harm to the ecology of the area.
This would provide a suitable level of project management and help to allay any
concerns that residents might have around the environmental impact of the proposed
works.
9.3.2 It was suggested that it would be useful to know which individual from the
consultancy would lead on the work and to receive a copy of their credentials.
9.3.3 In the meantime, a temporary drain had been inserted to help with the removal of
water from Clearwater Place.
9.3.4 RESOLVED
To approve the expenditure for a feasibility study on the work required to improve the
flow of water of the watercourse, and for the appointment of Bioscan to undertake the
work.
9.3.5 The Management Committee reviewed the minutes of the last Gardening SubCommittee and praised the Sub-Committee for the clarity of the minutes and the new
road-by-road format.
9.3.6 It was noted the minutes reported that contractors had experienced problems of
interference and abuse from a resident. Concern was expressed because abuse of
our contractors and service provides will not be tolerated.
RESOLVED
9.3.7 OM to liaise with the neighbourhood police team for advice on the content of a letter
to warn the resident about their conduct.
9.3.8 Director to provide a standard letter which may be of use to OM. - Matters arising from the informal notes of meeting 37 (26/03/12)
None. - Matters arising from question and answer session following closure of AGM on
3 April 2012
11.1.1 It was requested that the informal notes should make reference to concern
expressed around the security of the apartment blocks arising from the entry system.
11.1.2 RESOLVED
That the Gardening Sub-Committee should consider the suggestion made at the
AGM that a tree is planted in commemoration of the Queen’s Diamond Jubilee.
11.2.1 It was noted that apartment block ‘trade’ buttons were allowing access at different
times at different blocks. It was reported that one block was operating successfully
with the button switched off, with residents taking responsibility for allowing the
delivery of post by the Royal Mail.
RESOLVED
11.2.2 That the Apartment Sub-Committee consider whether a letter should be issued to all
residents and owners of apartments, asking if there would be any objections if the
timer for the ‘trade’ button was switched off to their apartment block. - Any other business
11.3 The Chair reported that he had been asked to give confirmation from the Waterways
Management Company that the Waterways Residents Community Interest Company
would not be required to enter into a Deed of Covenant to perform the estate
maintenance charge covenants as far as was applicable to the community room.
RESOLVED
That the Chair would consider the terms of the relevant Transfer Agreement and in
light of that would reply accordingly. - Date of next meeting
Monday, 23rd July 2012, 7:30pm in the conservatory, at The Anchor.
If the community meeting room had become available by then it was agreed that the
WMC would look to meet there.