MINUTES OF WATERWAYS MANAGEMENT COMPANY BOARD
MEETING
10th December 2007
Location: 34 Elizabeth Jennings Way, Oxford.
- Meeting convened by Richard Dorey
Present at meeting:
Nick Robinson
Peter Higgins
Wendy Scott
John Lapin
Steve Matthews
Nick Sampson
Diane Crocombe
Miles Thompson
Margaret Bird
Louise Robertson
Richard Dorey - No apologies received.
- Election of Officers:
a. Nick Sampson was elected as Chair
b. Richard Dorey was elected as Secretary
c. John Lapin was elected as Treasurer - Nick Sampson took over the running of the meeting
- Chair raised the subject of additional roles:
a. Corporate Communications Officer
With responsibility for ensuring the WMC’s public image (expressed through the
Internet, Waterways World and letters to residents) is as the committee would wish.
b. Escalation Manager
With responsibility for liaising with our managing agents (currently Peverel OM) on all
complaints which Peverel escalate to us either as requested by residents or when
the agents request explicit instruction on how to proceed.
c. Lead on WMC relationship with Waterways Residents Association
With responsibility for maintaining a good relationship with WRA.Is not the sole point
of contact but would have and overview of others’ dealings with WRA and would
direct these contacts as necessary.
d. Lead on relationship with OCHA
With responsibility for maintaining a good relationship with WRA. Also is not a sole
point of contact with same scope as above.
e. Subcommitte to deal with Community Room
In particular to ensure the room is handed over to WMC effectively and to ensure the
sublease to OCHA is handled efficiently.
f. Subcommittee to work with WRA and OCHA on Street Parking and Traffic calming
With an aim to submitting to Oxfordshire County Council a joint proposal for parking
schemes and traffic calming measures on the estate.
Votes were taken on the need for the suggested posts and subcommittees and all
were agreed. - A proposal was made in relation to the election of Asif Maneer to the Waterways
Management Company Board.
a. A vote was taken and Asif was elected.
ACTION: Chair inform Asif of the situation. - It was suggested that the more “experienced” members of the board provide some
views on what they learned last year.
a. Some of the discussion had been long winded
b. Lack of information from Peverel initially and also during the year. Drip feed of
information from Berkley Homes
c. Relationship with Peverel
d. Trying to do too much
e. Need to do things differently so there are no bottlenecks and information flows
freely. In particular, the acceptance that not all decisions could be taken as a full
committee and nominated officers and subcommittees should be permitted to take
decisions on the committee’s behalf.
f. Invite Peverel to meetings - Minutes of previous meeting were approved
- Draft Minutes of AGM were approved – but remain draft until next AGM
- Can put draft minutes of AGM on to web site but:
a. Take out names of people except officers of the Company
b. ACTION Secretary to edit the AM minutes and publish - There was a suggestion on the use of a portal for sharing of information. This
needs to be looked into and someone needs to take ownership of the creation of this
– possibly a secure site as part of the Waterways Website. - Report from Peverel – this has been pointed to the escalation manager
- Health and Safety – agreed to leave this until the next meeting
- Gardening Sub Committee (GSC) – Issues: The Bridges over the Wildlife Corridor
(WLC) and perhaps the erection of a bollard on the WLC.
a. ACTION GSC – to send out terms of reference
b. Suggest how to deal with the Covenants on the development
c. Bike cull suggested to clear the bike racks of old and un used bikes – to be done
by gardening contractor and stored for a short while. ACTION GSC to progress this
plan with proviso that communications are agreed with Corporate Communications
Officer.
d. Taking on Dog bins issue
e. Taking on car park space maintenance
f. ACTION GSC to address slippery bridges with Peverel OM - Apartment Sub Committee:
- Community Room Sub Committee:
- Parking and Traffic Sub Committee:
- Election to posts as outlined above in point 5.
a. Peverel Escalation Manager:
b. Corporate Communications Officer:
c. Lead on WRA Relationship:
d. Lead on OCHA Relationship: - WRA passed on their thanks for the funding next year – as agreed at AGM.
Director indicated a plan of spend is required still. ACTION Director to discuss this
with WRA. - ACTION All to look at the constitution and communications plan for discussion at
next meeting. - ACTION All to look at what objectives we should like to set ourselves for the next
year. Please send to Chair before next meeting, who will draw them together into a
draft set of objectives for discussion at next meeting. ACTION Chair. - ACTION Chair is to send out meetings organiser via Google for next meeting in
early January. - Reminder that if someone can not attend a meeting, they are able to send a
substitute. - Agreement to invite key partners to meetings – to arrive at a particular time. It
was agreed that Peverel, WRA and OCHA can be invited. ACTION CHAIR to send
out these invitations initially. Secretary will send out dates from that time onwards - Soundings to be taken from CEG with regards to any issues they have for WW.
MEETING FINISHED AT APPROX 10:40 PM