WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 45
7.30 pm, Monday 8 July 2013
Present: Louise Robertson (Chair),Tao Tao Chou, Sally Duncan, Adrian Olsen,
Imogen Olsen, Nicholas Orme, Paula Reynolds, Mary Tovey and
Lynda Williams.
In attendance: Rebecca Hill
Minute taker: Emma Thompson
- Apologies
1.2 Apologies were received from Anne Hall, Raquel Stremme and Miles Thompson. - Private Business
2.1 None. - Minutes
3.1 Approval of the minutes from meeting 44 (13/05/13)
The minutes of the meeting were approved as a correct record. - Matters arising from the minutes from meeting 44
4.1 OM confirmed that all paperwork had been lodged with Companies House regarding
the change of directors on the Waterways Management Company and that the AGM
minutes from 23 April 2013 had been published on the ‘Your Property Online’ portal,
replacing the previous minutes from 2012.
4.2 An article about the benefits of ‘Your Property Online’ had been drafted by OM for
publication in the next edition of Waterways World.
4.3 In respect of the responsibilities matrix it was highlighted that a number of changes
had been made. One of the directors agreed to be the first point of contact for the
Apartment Block Sub-Committee (ABSC) and would also be a member of the
Scrutiny Committee.
4.4 One of the new directors agreed to participate on both the ABSC and the Gardening
Sub-Committee (GSC).
4.5 Another new director would be involved with the Scrutiny Committee and another
director would be the main point of contact for the GSC, with assistance from a fellow
director in the event of flooding across the development.
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4.6 Directors were invited to confirm the accuracy of the contact details which could be
made public. Some individuals had been highlighted but as the author of the
document was not present it could not be clarified whether this indicated where
information held on file had not been reconfirmed.
RESOLVED
4.6 That those items that had been completed should be closed.
4.7 That the revised matrix should be circulated to members for information.
4.7 That the previous Chair would be reminded about the need for access rights and
guidance on Google docs for the new directors, which remained outstanding.
4.8 That the draft article on ‘Your Property Online’ should be forwarded to the Chairman
of WMC for review before insertion into the development newsletter.
4.9 That two telephone numbers should be removed from the publicly available
information and that clarification should be sought from the author on the highlighting
within the document before final issue. - Health and Safety
5.1 It was noted that due to a group procurement deal the charge for the Health and
Safety inspection across the development, which would take place in the Autumn by
a risk specialist, would cost less than the previous year. - Updates from Managing Agent
6.1 None to report. - Items from WRACIC
7.1 The nominated representative from the WRACIC was reminded that a written
statement detailing how the previous funding had been spent had yet to be received.
Until such evidence was forthcoming, no funding would be provided by the WMC
RESOLVED
7.2 That a written statement should be sent to the Chairman and Treasurer for review
and action.
7.3 A director had contacted the Waterways World editor and they were due to meet to
discuss production of the next newsletter. During the discussion it was identified that
in addition to ‘Your Property Online’ other items which should be included were the
scheduled clean-up of the wildlife corridor in August and a reminder on how to book
the community room online. It was highlighted that additional channels would also be
used to promote the information such as the notice board, mailings and flyers.
3 - Report on the objectives for the year
To produce a plan of action to resolve maintenance issues relating to the
Frenchay Road culvert and the wildlife corridor watercourse
8.1 Following the previous meeting, site drawings of the drainage across the
development had been acquired from Ramboll which appeared to indicate that an
overflow which would be owned by Thames Water had originally been planned to
remove any excess water into the canal. This clearly had not been provided which
had resulted in the residents having to pay the licence fee to the Canal and
Waterways Trust. It was suggested by directors that in the event of the overflow
being properly implemented there would be no requirement to continue to obtain a
discharge licence. Whilst the newly elected Counsellor for the Ward remained
sympathetic to the residents’ plight, Oxfordshire County Council could not provide
any further assistance but proposed that the WMC write to Thames Water directly.
8.2 PIMS had carried out testing across the development to establish whether the silt
was polluted but the results had not been received. MetroRod had advised against
completing a die test to determine the presence of water flow as this would not
indicate the percentage flow rate but simply indicate whether water was passing
through the siphon even if it was at an extremely slow rate.
8.3 An engineer, and resident of the development, had reviewed the variety of reports
which had been produced regarding the watercourse problems and had
recommended that the swale between the lake and the siphon should be cleared
annually. OM reported that Total Drainage had been invited to carry out these works.
8.4 The original drainage specifications had also made reference to a number of grills,
one of which had never been installed.
8.5 Concern was expressed that the lake remained at full capacity which meant that any
rainfall could cause a repeat of the flooding experienced in 2012. It was suggested
that the lake should be drained to a lower level during the Summer to provide the
much-needed capacity during the winter period. The source of the water feeding the
lake remained a mystery. Potential suspects included groundwater run-off, a Thames
Water feed or an underground stream.
8.6 A proposed action plan had been prepared to mitigate against the re-occurrence of
flooding. It was suggested that the plan be amended to refer to the partial lifting of
the emergency break to avoid any water ingress in the absence of the director (TTC)
who would be able to closely monitor water levels from their accommodation. It was
proposed that the same director (TTC) should liaise with the gardening subcontractors to ensure that the swale was cleared in accordance with the plan.
RESOLVED
8.7 That Thames Water should be reminded of their legal obligation to provide a suitable
overflow into the canal to ensure adequate drainage from the lake.
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8.8 That Berkeley Homes should be contacted after the east side towards the siphon had
been cleared to explain why the grill and overflow had never been provided as part of
the initial build as planned and that compensation for payments made to the Canal
and Waterways Trust should be re-paid to the Waterways Management Company.
8.9 That PIMS and Clearwater should be contacted by OM to ascertain the practicality of
lowering the water level within the lake.
8.10 That a mapping exercise completed by a director should be circulated to directors as
a useful aid memoire in respect of the companies involved across the development in
managing the watercourses and their respective responsibilities.
8.11 That the action plan be approved, subject to the minor amendment proposed.
8.12 That a director (TTC) should meet with the gardening sub-contractors to ensure that
the remedial work within the swale was undertaken correctly.
8.13 That once Total Drainage had cleared the watercourse, licence payments to the
Canal and Waterways Trust should cease on the premise that the savings from no
longer having to pay for the monthly discharge fee would more than compensate for
having to apply for a new licence if negotiations with Thames Water did not progress
in a timely fashion. - To secure the transfer of the freehold land of the Waterways development from
Berkeley Homes to the WMC
9.1 It was decided that in light of the previous discussion it would be prudent to delay the
transfer.
9.2 It was reported that the new owner of the house by the lake had asked for permission
from Berkeley Homes to purchase a 7 metre strip of land. Residents had objected
directly to Berkley Homes because the developer remained the land owner.
9.2 In the meantime, a director had been in discussion with Berkeley Homes in their
capacity as a concerned resident. It had been confirmed that a covenant could be
placed on the land to ensure that no structure could be built on the plot. In addition, a
smaller strip of 4 metres could be sold where the land was adjacent to an apartment
block. The sale of land could also result in the removal of a hornbeam tree.
9.3 Directors queried why the WMC had not formerly been notified as the final
designated owner of the land and the body responsible for its upkeep. Furthermore,
the size of the strip of land being purchased was of such a scale to be of concern. It
was unanimously agreed that the WMC should raise its dis-satisfaction with the
freeholder.
RESOLVED
9.4 That a director draft a letter of objection to the transfer of the land by Berkley Homes
to the applicant.
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Sub Committee news round up - Finance Sub-Committee
10.1 It was noted that the indemnity insurance renewal had been signed and issued to the
insurance brokers.
10.2 OM was able to report that it was on track to meet the agreed schedule for the
production of the accounts. - Apartment Block Sub-Committee
11.1 It was reported that a resident had asked for the communal bins to be cleaned. This
was an additional expense and would only be undertaken when requested by
residents. A letter had been issued by OM enquiring of the owners whether they
wished to have the bins cleaned at the extra expense. The resident concerned had
asked for the letter to be re-issued stating that unless owners objected, the bins
should be cleaned. Directors concurred that owners should be given the option to
opt-in rather than opt-out and that the letter should stand.
11.2 The same resident had also enquired whether the carpets could be cleaned twice a
year instead of once. It was agreed that the expense could not be justified based on
an inspection of the current cleanliness of the carpet concerned.
RESOLVED
That directors concurred with the response adopted by the Managing Agent. - Gardening Sub-Committee
12.1 Directors were reminded that Oxford Conservation Trust would be organising the
removal of the silt from within the wildlife corridor in August. The organisation would
be providing tools, insurance and training for anyone within the development who
wanted to help.
RESOLVED
12.2 That a director should draft a letter (for clearance by the Chair) to all residents
encouraging them to get involved in the event.
12.3 That the treatment of the non-slip surface on the bridges should be completed whilst
the weather was conducive.
12.4 That a letter should be issued to residents in advance about the intention to trim the
Hazels surrounding the lake in the Autumn.
12.5 That a diseased tree by the bin store in Complins Close should be treated.
6 - Feedback
13.1 OM confirmed that notices discouraging the retention of bicycles in communal areas
had been placed in apartment blocks.
13.2 It was unanimously agreed that one resident continued to take up a disproportionate
amount of time which was bordering on vexatious behaviour.
RESOLVED
That a director should draft a warning letter giving them sufficient notice to improve or
receive a reduced level of service.
14 Any other business
14.1 Directors had met with a PCSO and the local City ward councillor to discuss the
prevalence of bike thefts on the development and the anti-social behaviour by the
lake and Clearwater Place.
14.2 The police had expressed surprise at the concern which had been raised by
residents to bike thefts as no such thefts had been reported to the police from the
development. As a result, the police were not monitoring for such activity.
RESOLVED
14.3 That articles should be prepared for the newsletter which actively encourages
residents to report bike theft and to advise the police where there are instances of
anti-social behaviour .
14.4 That notices should be included within bike stores stating that anyone using the
storage facilities do so at their own risk.
15 Date of next meetings
The meetings for the year ahead were amended as follows:
8
th July 2013, 9th September 2013, 4
th November 2013, 13th January 2014 and 10th
March 2014.