WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 46
7.30 pm, Monday 9 September 2013
Present: Nicholas Orme (Chair),Tao Tao Chou, Sally Duncan, Anne Hall,
Adrian Olsen, Imogen Olsen, Paula Reynolds, Mary Tovey and Lynda
Williams.
In attendance: Rebecca Hill
Minute taker: Emma Thompson
- Apologies
1.2 Apologies were received from Louise Robertson, Raquel Stremme and Miles
Thompson. - Private Business
2.1 None. - Minutes
3.1 Approval of the minutes from meeting 45 (08/07/13)
The minutes of the meeting were approved as a correct record. - Matters arising from the minutes from meeting 45
4.1 Subject to an amendment to the designated Vice Chair to deputise in the absence of
the Chair at a meeting, the revised Committee member responsibilities were
approved.
4.2 The previous Chair had yet to circulate information on Google docs and the item
remained open.
4.3 The item was deferred until the next meeting to allow clarification on the action.
RESOLVED
4.6 That those items that had been completed should be closed. - Health and Safety
5.1 It was reported that the risk assessment of the development had been completed and
there were no high priority recommendations. A number of priority two items
including reminding properties within apartment blocks to make sure they had active
smoke alarms and the removal of obstructions in communal areas and in riser
cupboards were noted.
2
RESOLVED
OM to ensure the highlighted recommendations were undertaken within the next few
weeks for compliance. - Updates from Managing Agent
6.1 It was reported that a contractor for Network Rail required access to the back of
Cox’s Ground in order to position plant and equipment to undertake line-side works.
Those properties affected had been notified and the gardeners had been asked to
take photographic evidence of the area to ensure that the Company could secure
compensation should any damage arise as a result of the equipment working across
the development’s land.
6.2 The WMC was reminded that insurance valuations on apartment blocks should be
undertaken every five years in order to make sure the correct level of buildings
insurance was retained. The next valuation was due at the beginning of 2014. As a
result of negotiating a group framework (across all OM’s properties) surveyor’s fees
would be significantly reduced from over £3,000 in previous years to £725. The
reports would subsequently be submitted to freeholders to allow them to make any
necessary adjustment to cover.
6.3 Concern was raised at the potential for premiums to be increased without recourse to
apartment owners and that owners should be aware of the insurance cover which
was being provided by freeholders. Directors reported that they had been unable to
obtain copies of the policies by asking the freeholders directly.
RESOLVED
That OM commission the surveyor to undertake the insurance valuations and that
copies of the insurance documentation should be issued to any owners, upon
request. - Items from WRACIC
7.1 It was noted that the community room had now been furnished with curtains and
included a hearing loop, courtesy of Green Square. Bookings for the community
room remained low.
RESOLVED
OM to promote room using its alert facility.
7.2 A written statement had been sent to the Chairman and Treasurer for review in order
to receive the annual payment for the production of the newsletter and other activities
undertaken by the WRA as per the AGM. The Treasurer was unable to recall receipt
of the statement.
RESOLVED
Statement to be re-issued for approval by the Treasurer.
3
7.3 It was noted that Waterways World had recently been distributed and the new
division of duties between the editor who remained responsible for layout using
Microsoft Publisher and a director, who provided the content, was working well.
7.4 Clarification was sought on the amount mentioned in the last edition of the newsletter
pertaining to the annual fee payable for the provision of a trade waste collection if
residents did not recycle. It was confirmed that the annual payment of £3,500 was
per apartment block, compared to a one-off cost of £7,000 apportioned across all
apartments for the provision of the new recycling containers. It was reported that the
current wheelie bin containers would be recycled.
7.5 Concern was expressed by directors at the change in policy by the Council
particularly given the number of tenanted properties and the high rate of churn which
could lead to fines remaining unpaid for incorrect disposal of waste and how the
whole process would be policed. It was understood that where residents failed to
abide by the recycling requirements within an apartment block and no particular
individual was highlighted as the offender the entire block would be allocated the fine
through Council Tax payments which was perceived to be unfair. There was likely to
be a period of grace for up to 12 months before any fines would be issued by the
Council.
RESOLVED
OM to issue letter to owners, residents and letting agents to make them aware of the
new Council arrangements. - 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 Having agreed that it would be prudent to lower the water level within the lake, no
contractor had been prepared to quote for completing the task which meant the lake
would remain dangerously full before the onset of the Autumn.
8.2 The mapping exercise of issues relating to the watercourses within the development
had been circulated to directors.
8.3 The remedial work within the swale had also not progressed as quickly as had been
anticipated. The sub-contractor, Total Drainage, had increased its liability insurance
and improved its risk assessment to the satisfaction of the managing agents but had
yet to confirm a start date for works.
8.4 Directors expressed concern that such work would have been better undertaken
during dry conditions and that until the swale had been cleared further discussions
with Thames Water over their legal obligations and Berkeley Homes regarding
compensation could not be pursued. As a result of this delay, the Gardening SubCommittee had taken the decision to keep the channel open to drain any water into
the canal rather than risk the swale over-topping and, therefore, continue making
licence payments. It was noted that even during dry periods ground water appeared
to seep into the swale.
4
RESOLVED
OM to enquire of Metro-Rod, the original contractor which had recommended the
services of Total Drainage, whether they could encourage the sub-contractor to start
the works, sooner rather than later.
.9. To secure the transfer of the freehold land of the Waterways development from
Berkeley Homes to the WMC
9.1 It was reported that as a result of the WMC contacting Berkeley Homes to comment
on why the Management Company had not been consulted on the proposed transfer
of land to the owner of the house adjacent to the lake and objecting to the
proceedings, the developer had confirmed that the WMC should take responsibility
for the on-going negotiations.
9.3 Directors were advised that the applicant had since decided to withdraw the request
for additional land.
Sub Committee news round up - Finance Sub-Committee
10.1 The Treasurer reported that the accounts were currently being audited and would be
available for review by directors by the end of the week. Clarification had been
sought on items relating to the watercourse expenditure (licence for disposal of water
into the canal) and additional electricity costs which were principally due to the long
term 24/7 use of the pump to control the water level within the lake during adverse
weather conditions.
10.2 The Treasurer took the opportunity to thank all those who had participated in the
recent conservation exercise on the watercourse. Directors requested that OCV
should be invited back to clear out either the swale or the next section of the wildlife
corridor.
RESOLVED
Treasurer to invite OCV to co-ordinate another event. - Apartment Block Sub-Committee
11.1 It was noted that the managing agent was in the process of consulting on the
redecoration of a number of blocks on Elizabeth Jennings Way and Stone Meadow. - Gardening Sub-Committee
12.1 It was reported that the GSC was due to meet in early October to discuss the Autumn
pruning schedule after which a letter would be issued to residents about the intention
to trim the Hazels surrounding the lake.
5 - Feedback
13.1 It was noted that a letter had been issued in July to a resident concerning the
disproportionate, and excessive, number of complaints being received from them. A
temporary improvement had been reported but a total of 26 comments had still been
received during the last month. Directors agreed that this remained unacceptably
high and that a second letter should be issued by the managing agent to the effect
that a response would be made to no more than one communication on one topic per
month, unless an emergency.
RESOLVED
That a director should draft a letter for issue by OM. - Scrutiny Sub-Committee
14.1 The next meeting would take place in November. Nothing material to report. - Any other business
15.1 An article had been included in the latest edition of Waterways World encouraging
residents to report bike theft and anti-social behaviour – the matter was now closed.
15.2 Notices had been included within bike stores stating that anyone using the storage
facilities do so at their own risk. It was reported that the notice in Complins Close
already needed replacing.
RESOLVED
OM to ensure another notice was placed within the Complins Close bike store.
15.3 It was noted that the two designated spaces for use by those using the community
room were not marked as such.
RESOLVED
Due to the dual ownership of the area, OM would review whether it was within its gift
to ensure appropriate signage and outlining of these spaces.
15.4 Access by the emergency services in Lark Hill remained an issue. It was known that
the fire brigade could undertake an exercise to see if they could gain access and, if
not, they would distribute a leaflet to residents which might ease the problem. It was
additionally proposed that a standard message could be drafted for inclusion on an
offender’s windscreen.
RESOLVED
Director to draft a suitable note for use in Lark Hill and to invite the fire brigade to visit
the site to undertake an inspection and leafleting exercise.
6
15.5 It was reported that an update on the ‘Welcome to Waterways’ booklet required
proofing.
RESOLVED
A director agreed to edit the content.
15.6 Continued concern was expressed at the size of removal vehicles entering the
development and the potential damage that might be caused. It was reported that a
removal vehicle had caused damage to a wall in Frenchay Road. Fortunately the
number plate had been obtained for the vehicle involved and the firm would be
invoiced for the repair costs.
15.7 As autumn/winter would soon be upon us, a director enquired on the progress of
securing another salt box for the roundabout by the lake which had been particularly
treacherous the previous year.
RESOLVED
OM to follow up on securing another green salt box.
15.8 A resident had enquired why a response had not been received from the WMC on
their continued objection to the closure of the gate to block off a non-thoroughfare. As
far as the directors were concerned there was no outstanding issue as a reply had
been issued to letters received on the matter.
RESOLVED
OM to establish whether another letter had been received and, if not, a response to
this effect should be issued to the resident concerned.
16 Date of next meetings
The meetings for the year ahead were noted as follows:
4
th November 2013, 13th January 2014 and 10th March 2014.