WATERWAYS MANAGEMENT COMPANY
MANAGEMENT COMMITTEE MEETING NO 50
7.30 pm, Monday 12 May 2014
Present: Nicholas Orme (Chair), Adrian Olsen, Imogen Olsen, Mary Tovey, Tao Tao
Chou and Ann Hall.
In attendance: Rebecca Hill
Minute taker: Emma Thompson
- Apologies
1.2 Apologies were received from Louise Robertson, Sally Duncan, Paula Reynolds,
Lynda Williams and Adrian Mourby. It was noted that a second potential new
member had expressed a desire to observe the meeting in July before making a
decision about whether to be co-opted until the next AGM.
A Chair was appointed to the meeting. The number present did not represent the
minimum number required to formally hold a meeting. It was agreed that any
recommendations would be noted and circulated to members for approval at the
following meeting.
1.3 The directors wanted to express their gratitude to an outgoing member who had
worked hard to pass on their experience and best practice which would make the
transition for the remaining directors much smoother. - Private Business
2.1 None. - Minutes
Approval of the minutes from meeting 49 (10/03/14)
3.1 No amendments to the minutes were identified, which would be formally ratified at
the next meeting. - Appointment of responsibilities for 2014-15
4.1 The matrix of directors’ responsibilities which had been circulated prior to the meeting
was discussed. It was identified that new lead directors needed to be appointed to
the Gardening Sub Committee and the Scrutiny Committee. One director volunteered
to support the current lead for the Gardening Sub Committee but it was generally
accepted that the current lead member had valuable knowledge relating to the
watercourse issues and land ownership which would be invaluable but it was
accepted that their duties would need to be reduced. By providing this additional
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support and allowing them to stand down from the Scrutiny Committee it was hoped
that they would be prepared to continue with these reduced commitments. In the
event that this was still deemed to be too much, further discussion would need to
take place outside of the meeting between several directors who might be prepared
to change their respective roles to accommodate the requirement for the current
Gardening Sub-Committee lead to reduce their overall commitments.
4.2 It was noted that the current Chairman of the WMC had confirmed prior to the
meeting that they would be prepared to stand for a further term of 12 months.
4.3 Another director confirmed that they would be prepared to take on the role of lead
director for the Scrutiny Committee.
4.4 The Treasurer confirmed that they would be willing to continue in this role and would
consult widely with colleagues which would remove the need to appoint a Deputy
Treasurer, although the option would remain in the future, should it be necessary.
4.5 A new secretary was proposed who would contact one of the out-going directors for
handover notes in respect of the role and access to the Company portal.
4.6 An error was highlighted on the paperwork in respect of changes which had been
agreed the previous year which had not been reflected – namely the removal of one
director from the Scrutiny Committee and details on the contacts directory which still
indicated that certain information could be made public when it should not.
4.7 A request was made for a second link between the WMC and the WRACIC. It was
suggested that there was a useful alignment between the work of the WRACIC and
the activities which were reported within the Waterways World. The current assistant
editor of the Waterways World would be a natural fit. It was confirmed that the
WRACIC met on the first Tuesday of every month but that attendance would not be
necessary at every meeting. The same director volunteered to provide continuity by
responding to feedback correspondence.
4.8 The matrix would be circulated for comment by absent members and re-presented to
the next meeting for approval. - Setting of objectives
5.1 It was identified that the two main objectives set for 2012-13 remained relevant for
2014-15, these being:
To produce a plan of action to resolve maintenance issues relating to the Frenchay
Road culvert and the wildlife corridor watercourse (GSC)
To secure the transfer of the freehold land of the Waterways development from
Berkeley Homes to the WMC
5.2 It was suggested that further consideration should be given to reviewing the
performance/ retendering the managing agent this year.
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5.3 That the three objectives for 2014-15 be presented at the next meeting for approval. - Annual General Meeting (AGM)
6.1 The draft minutes from the AGM held on 29th April 2014 were tabled at the meeting.
A number of amendments were highlighted. One director had come to the end of
their second year of office and had not been elected following co-option, item 7
should be re-worded to state: “had submitted their resignation as Directors” and a set
of parenthesis was missing from item 9.2.
6.2 Subject to these amended minutes being approved at the next WMC meeting, the
draft minutes should be uploaded on to the Waterways website and that the
approved final minutes of the minutes from the AMG held on 23rd April 2013 should
be published on the website. - Matters arising from the minutes from meeting 49
7.1 It was noted that following further investigation the provision of a power supply from
the bin store would be impractical as it would only be available at night. The Council
had agreed to yellow lines at the Bainton Road/Elizabeth Jennings Way cycle path
link and Green Square had proposed employing somebody to visit its tenants to ask
them to respect the use of the Clearwater Place bin store.
7.2 It was noted that the managing agents were proposing to ask the cleaners to ensure
that the refuse area within Clearwater Place was tidy each week. This additional cost
would be allocated to Schedule 7 which would result in both private and Green
Square tenants contributing to this cost.
7.3 It was reported that even Kids Unlimited suspected that residents had begun using its
refuse facilities to dispose of residential waste.
7.4 A discussion ensued on whether the Council would accept plastic bags within
apartment recycling containers. A director proposed to seek clarification on the
Council’s policy. - Health and Safety
8.1 It was noted that no response to the correspondence issued by the managing agent
on behalf of the WMC had been received from the resident who had enquired
whether it would be possible to including lighting along the wildlife corridor.
. Sub Committee news round up
9.1 Finance Sub-Committee
9.1.1 It was noted that the premium for the indemnity insurance had remained static for the
last two years and that it was likely to be around £410. The managing agent
confirmed that as soon as they received notification of the renewal that they would
forward it on to the Treasurer.
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9.1.2 Having reviewed the legal position regarding the transfer ownership and Schedule 3
charges relating to a property on Stone Meadow, the managing agent confirmed that
the details of the transfer did not allow for the WMC to charge for parking
maintenance.
9.2 Apartment Block Sub-Committee
9.2.1 It was reported that the lift pit within apartment block 56-90 Elizabeth Jennings was
full of water and had been out of order for seven weeks as a result. This was having
a serious impact on a number of residents who were suffering from severe asthma. It
was noted that Kone had to be in attendance to open the lift pit but that they had
been refusing to remove the water on the basis that it was contaminated with oil. The
managing agent had arranged for contractors to be on standby with a variety of
methods to remove the water (buckets, pumps etc). The lift operator was proving less
than co-operative in resolving the situation which was made even more frustrating as
they had recently had their contract renewed. This type of service was not what the
WMC had grown to expect. Future lapses in service would not be tolerated.
9.3 Gardening Sub-Committee
9.3.1 It was noted that no news had been received from the Tree Officer in respect of the
application which had been made to reduce the stature of the Poplar tree by between
30% and 50% to make it safe following its partial reduction by the Canal and River
Trust. No information had been provided on the progress of any enforcement action
which the Council might wish to take against the Canal and River Trust.
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9.3.2 It was reported that a coded gate lock would be installed this week for the electricity
sub-station access way.
9.3.3 A report from Metro Rod on the watercourse was received. Directors were concerned
that the organisation had not undertaken what they had been asked. As a result, the
managing agent had withheld payment. In fact, it was noted that Metro Rod had
refused to put a camera down the siphon to check whether it was operating correctly.
This evidence was vital to determine the potential site of the blockage within the
entire watercourse in order to develop a solution.
9.3.4 It was noted that Thames Water had come to site three days after a formal complaint
had been made to the Consumer Council. The company had claimed that the siphon
was clear and that they had now complied with their obligations.
9.3.5 Several directors volunteered to meet with Metro Rod to talk them through exactly
what was required to avoid any future confusion.
9.3.6 The discussion reminded the Treasurer that they needed to confirm with the
Oxfordshire Conservation Volunteers the date for this year’s wildlife corridor
clearance weekend.
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9.4. Feedback
9.4.1 It was noted that a request had been made for a copy of the Memorandum of
Understanding which would be duly actioned. - Matters arising from the question and answer session at the AGM, 29th April
2014
10.1 The questions were noted and it was reported that whilst the coffee morning had
been less than successful two clubs had been established in the community room –
creative writing and meditation.
10.2 It was noted that the managing agent had replied to a resident who had enquired
whether any other residents within the development had experienced problems with
door handles failing, confirming that this had been the case.
10.3 The managing agents confirmed that following approval of the guidelines on
proposals for development of properties within the Waterways at the AGM, it would
circulate the final version to freeholder owners. - WRACIC
11.1 Nothing additional to report. - Managing Agent
12.1 Nothing to report. - Any other business
13.1 It was proposed that an evening dinner should be arranged in June at the Anchor for
departing, current and newly appointed directors. - Date of next meetings
The meetings for the year ahead were noted as follows:
14th July 2014
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th September 2014 (provisional, subject to confirmation by absent members)