WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 48
7.30 pm, Monday 13 January 2014
Present: Louise Robertson (Chair), Tao Tao Chou, Sally Duncan, Nicholas Orme,
Anne Hall, Adrian Olsen, Imogen Olsen, Paula Reynolds, Miles Thompson,
Mary Tovey and Lynda Williams.
In attendance: Rebecca Hill, Richard Dorey
Minute taker: Emma Thompson
- Apologies
1.2 Apologies were received from Raquel Stremme. - Private Business
2.1 None. - Minutes
3.1 Approval of the minutes from meeting 47 (14/11/13)
The minutes of the meeting were approved as a correct record. - Matters arising from the minutes from meeting 47
4.1 It was confirmed that OM had distributed a letter to residents in response to
information received from a resident concerning the use of pedestrian routes by a
motorcyclist.
4.2 The suspected breach of planning within Cox’s Ground had been reported to the
Council, which had subsequently granted permission for the development.
RESOLVED
That those items that had been completed should be closed. - Health and Safety
5.1 A request had been received from a resident regarding the possible introduction on
lighting along the wildlife corridor. Directors were reminded that a similar request had
been received previously and refused. The directors agreed not to revisit the
decision.
RESOLVED
Director to circulate the previous minute as a reminder. - Updates from Managing Agent
6.1 Nothing to report which was not included as a substantive item on the agenda. - Items from WRACIC
7.1 It was noted that the WRACIC AGM was due to take place on the evening of
Tuesday 14th January 2014 and that new directors were being sought. Everyone was
encouraged to attend.
7.2 The WMC was asked to consider an increase in the annual fee to cover the cost of
publishing the newsletter and for the maintenance of the website. The WRACIC was
invited to present a paper for submission to the April AGM but the WRACIC was
asked to include reference to a maximum limit of £1,500 but also to demonstrate
what action it had taken to obtain sponsorship to cover the increased costs.
RESOLVED
That the WRACIC submit the paper for circulation by the end of March in time for the
AGM. - 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 It was confirmed that Total Drainage had confirmed that it would be prepared to clear
the wildlife corridor from the siphon to the first wooden bridge. It was proposed that
they would follow the natural water line, cut down any overhanging shrubs and
deposit, rather than remove, the silt on the side of the bank for a competitive price.
RESOLVED
To keep Total Drainage informed but that no further work on the corridor would take
place until a satisfactory resolution had been obtained with Thames Water.
8.2 The engineers report on the development had questioned whether the siphon
remained intact and was the potential cause of the silting which had been provided to
the Canal and River Trust. In addition, initial tests on the silt within the wildlife
corridor had indicated a similarity with the clay deposits from the canal but the final
report was still to be received.
8.3 Pressure continued to be placed upon Thames Water to investigate. OM is to
formally request:
Copies of the maintenance report for the siphon
That support is given to the planned multi-agency meeting to investigate the
current condition of the sewer network and siphon by gaining access to 3
Phoebe Court property where manhole is situated, co-ordinating with Lanes
for Drains and Metro Rod.
Confirmation that the upstream public sewer network and siphon is free of silt
and that infiltration of the pipes is low
Reinstatement of the overflow that we believe has been terminated
To receive a reply within ten working days and respond to previous
correspondence which remains unanswered.
Failure to address the points raised will result in the matter being referred to
an independent legal party.
RESOLVED
That reference should also be made, if Thames Water remained reluctant to provide
the original overflow facility, to the appropriate Act which meant that the company
legally had to accept the flow of water into their system.
8.4 It was noted that the remedial works undertaken over the last 12 months had made a
difference, particularly given the level of rainfall which had taken place over the
Christmas period which had led to flooding across Oxford.
.9. To secure the transfer of the freehold land of the Waterways development from
Berkeley Homes to the WMC
9.1 It was agreed that this item would remain in abeyance until the drainage system had
been resolved as the WMC would not take on such a liability. It was reported that
Berkeley Homes had found that the transfer would not be straightforward as the Land
Registry had queried a number of discrepancies in title across the development
which would need to be resolved by the developer before any title could be
transferred.
. Sub Committee news round up - Finance Sub-Committee
10.1 OM had investigated whether a property on Stone Meadow should be contributing to
Schedule 3 and had made reference to the property transfer documentation which
had been given to the legal team to review to assess whether any change to the
Schedule could be made. As it currently stood there was no reference to ownership
of the parking space and therefore no reason for OM to collect any additional monies
from the freeholder.
RESOLVED
To confirm the outcome of the review at the next meeting.
10.2 It was reported that the Managing Agent would be reviewing the necessary
adjustments which should be made to the accounts for the May billing. The WMC
was asked whether any provision should be made for legal fees to seek
compensation from Thames Water.
RESOLVED
That each household should contribute £30 towards the continued discharge of water
into the canal for a 12 month period. If the situation was resolved within 12 months
any monies available would be used to fund a legal challenge. - Apartment Block Sub-Committee
11.1 OM was thanked for printing the revised welcome pack for residents. It was noted
that the requested adjustment had been made for a disabled resident to improve their
access to Complins Close apartments. No feedback had been received from the
resident who had made the request to date.
11.2 It was noted that the new bins servicing apartment blocks had been delivered to the
stores throughout the development but that they had yet to be labelled which had
resulted in residents putting rubbish in the wrong containers. It was reported that it
was the Council’s responsibility to label the containers.
RESOLVED
OM to circulate the accompanying leaflet and letter concerning the new
arrangements for waste collection.
11.3 Parking continued under the Complins Close archway which had nearly resulted in
an accident, inappropriate parking remained a problem within Lark Hill and rubbish
continued to be placed within the salt bin by the bridge.
11.4 Bin storage had become inadequate within Clearwater Place. It was confirmed that
the store was shared between Green Square residents and private residents.
RESOLVED
That the issue be taken forward by the ABSC to discuss with Green Square the
possibility of providing alternative storage at their expense for their residents.
That OM issue letters to residents in an effort to curb inappropriate behaviour. - Gardening Sub-Committee
12.1 It was noted that a positive response had finally been received concerning the
request to remove garden furniture which had been at risk of causing damage to
neighbouring property during the recent inclement weather. - Feedback
13.1 Whilst a high level of complaints continued to be received from a single individual the
newly implemented policy remained in force. - AGM Sub-Committee
RESOLVED
That a letter should be issued to St John’s College’s governing body in an effort to
encourage them to attend the AGM.
That the proposed introduction of regulations on the development should be
presented at the meeting. Next item refers. - Development of a policy for determining applications to the Company for
material alterations to the external appearance of houses on the Waterways
15.1 It was noted in accordance with the standard freehold transfer that the WMC was not
responsible for consenting to freehold property alterations beyond the first five years
but retained responsibility for any changes to leasehold apartments. Directors were
asked whether they wanted to influence and comment upon planning applications. It
was agreed that it would be useful to have some policy to ensure decisions could be
made across the development consistently to retain the overall street scene and
character of the Waterways. In addition, it was reported that the St Margaret’s
Neighbourhood Forum was looking to develop a Plan which would be used by the
Local Authority when determining planning applications. It would be useful if such a
policy could be included within this document. In order to ease the administration of
such a policy a flow chart or checklist with associated paragraphs could be prepared
to support the production of future letters by the WMC.
RESOLVED
That a policy based on the provisions used by the Dulwich Estate should be prepared
for approval at the WMC AGM.
15.2 An application was received from a resident who wished to include solar panels on
their roof. The WMC referred to the Government’s position on solar panels which
stated that a balance should be retained between allowing an individual to benefit
from alternative forms of energy and the proposed solar panels being intrusive.
RESOLVED
That the resident be informed that whilst the WMC had no right to make a decision
on the use of solar panels it would be submitting a policy to the next AGM. In light of
the Government’s position the WMC would be supportive of the option presented
which included the use of 14 solar panels on the east facing roof and no panels on
the front of the property.
15.3 An extension had been submitted in Lark Hill which would appear to require the
builder to lay foundations within the garden of the neighbouring properties due to the
size of the extension being proposed. This was deemed unacceptable.
RESOLVED
That OM would respond on behalf of the WMC to object to the planning application in
support of the residents who would be affected.
That the WMC would apply its policy if adopted at the AGM and comment
accordingly on all planning applications made within the development. - Scrutiny Sub-Committee
RESOLVED
16.1 To confirm a suitable Tuesday to convene the next meeting. - Any other business
17.1 A request had been received for the provision of two double lockable power points
near the bollards at the Frenchay Road green to support resident events in the area.
The annual Hog Roast and summer barbeque was reliant on neighbours donating
their electricity and/or the use of noisy generators.
RESOLVED
OM to investigate on which schedule the invoicing for the lighting near the bollards
featured to determine whether it would be feasible to provide the power points and
re-charge the consumption to the development as a whole.
17.2 The WMC was asked to consider writing to the Council to provide yellow lines to
prevent cars blocking the cycle path on the access way to Bainton Road.
RESOLVED
Despite the lack of funds within the Council to complete the necessary Order it was
agreed that OM should write to the Council.
17.3 It was noted that all the apartments within the block containing the nursery and
community room had been sold and were now private. No provision in the process
had been made for them to contribute to the development. Consequently it would
remain the responsibility of owners to maintain parking spaces and any amenity
areas within their boundary rather than the WMC and its respective managing agent. - Date of next meetings
The meetings for the year ahead were noted as follows:
10th March 2014
AGM, 29th April 2014
12th May 2014
14th July 2014
Addendum: following circulation of the previous minute from the meeting at which lighting on
the wildlife corridor was discussed it was confirmed that lighting had been refused on the
grounds that its provision would be detrimental to wildlife.