Waterways Residents’ Association AGM
26th November 2006, 6 pm
St Margaret’s Institute, Polstead Road
In attendance: 30 members including the Chair, Treasurer and
1.1 Apologies were received from the following Committee members:
2. Treasurer’s report
2.1 The Treasurer brought to residents’ attention the financial report for the
financial year ended 30th June 2006, which was tabled at the meeting.
He reported that the Association had 72 members from 41 households
at the end of the financial year. Despite expenditure exceeding income
by £62.40, the Association remained cash rich because of the surplus
acquired in 2004-5 financial year. The current available balance was
£636 which would fall by a further £23 as liabilities were paid.
2.2 To ensure probity, the Chair of Waterside Residents’ Association had
audited the accounts and had confirmed in writing that they were fully
consistent with the Associations records and the membership
2.3 The Treasurer explained that income for the financial year had fallen in
comparison to the previous year due to the decision to reduce
membership fees from £5 per member to £5 per household. The value
and type of expenditure was typical of that for a small residents’
association and is expected to stabilise at the lower level of £200 to
£250 per year now that up-front costs such as website development
had been borne.
3 Chair’s Annual Report
3.1 Margaret Harris thanked Geoffrey Fitchew for the Treasurer’s report.
3.2 The Chair verbally informed residents that the Residents’ Association
had dealt with a number of issues in the year:
(a) the post box at the end of Frenchay Road adjacent to
Elizabeth Jennings way was now in place thanks to much
hard work by Jim Campbell.
(b) all details concerning the planned notice board had been
agreed with the Council and only permission from
Berkeley Homes was outstanding. Contact will be made
with the acting Chair of the newly formed Waterways
Management Company to try and obtain progress as the
notice board is much needed by the community.
(c) the double yellow lines painted along Elizabeth Jennings
Way by the County Council after an approach from Jim
Campbell had significantly reduced the risk of accidents
caused by parked cars. All residents will be consulted on
parking arrangements when adoption of the development
by the Council is closer.
(d) the good working relationship with OCHA continued with
regular reciprocal attendance at meetings. OCHA had
been successful in obtaining funding for a youth worker
for the Waterways and other OCHA developments.
OCHA had also negotiated the use of the Keble College
sports ground on the corner of Woodstock Road and
Elizabeth Jennings Way for sports activities for all young
people on the Waterways.
(e) the planning permission consultation period for the public
art was nearing an end and it was hoped that work would
start on the statue, which will stand in front of the
apartment block next to the lake, in spring 2007. The
Residents’ Association had been instrumental in liaising
with the council, the community and the artist to agree the
4 Adoption of the Waterways by the County Council
4.1 The Chair explained that some parts of the development would not be
adopted by the Council, including Complins Close and the two Stone
Meadow cul de sacs next to the wildlife corridor. The situation
concerning the third cul de sac leading down to the railway line was not
known. The result would be that extra management fees would be
levied on all residents to pay for the upkeep of these areas.
4.2 If 100% support for adoption can be obtained from all house owners in
the areas currently not planned for adoption, adoption could still take
place provided the County Council were satisfied with the standard of
these roads. However, it had not been possible to obtain this support
for the two cul de sacs in Stone Meadow due to lack of response from
Action: further consultation with County Council.
5 Future of the Waterways Residents’ Association
5.1 The Chair reported that the Waterways Management Company had
now been established and that this would alter the role of the
Residents’ Association. This is because the Management Company
would now take on full responsibility for monitoring the contracts
governing the development and liaising with Peverel (who do not
necessarily need to be retained as managing agents). Previously this
role had been undertaken formally by the solicitors Blake Lapthorn
5.2 The Residents’ Association would now concentrate on wider
community issues and would look at the interests of the whole
development, not those of the private house owners. Liaison with
OCHA would also continue. The Residents’ Association would carry
on producing the newsletter and updating the website (and the new
notice board) as well as organising social events such as the summer
barbecue for all residents, including those in OCHA properties and
Action: update in next newsletter.
5.3 Several residents commented that it was very difficult to contact
Peverel, especially on topics such as lift maintenance. It was
suggested that this should be easier with a functioning Management
Company as there should be someone local to contact.
Action: obtain list of contacts from Chair of Management
Company and publicise via website, newsletter and notice board.
6 Community facilities
6.1 The Chair explained that the room for community use should have
been completed some time ago and that there had been intensive
discussion regarding the conditions of use via Jim Campbell.
Residents have a right to use a room in the community building but it is
not clear at what time it will be made available to us. A list of potential
uses and requirements had been sent to Jim Campbell and forwarded
to the relevant bodies. Berkeley Homes currently own the building and
will continue to do so unless they can sell it to a third party.
6.2 Residents were concerned about the parking available as there will
only be 9 spaces for the nursery and other users, which may include a
Action: review parking and dropping off conditions and provide
feedback via Jim Campbell.
6.3 Residents commented that there were currently few facilities on the
development for older people. It was also suggested that it would be
possible to arrange more social evenings for residents if a room in the
community building was made available at an affordable rate.
7 Membership fee
7.1 To encourage an increased membership for 2006, the constitution had
been amended to reduce the fee to £5.00 per household. Provided
each member of the household over the age of 18 was listed on the
membership form, each person would be entitled to vote at the AGM.
7.2 A discussion ensued regarding the most appropriate way to collect the
membership fee in future years and a number of options were
suggested by residents:
(a) funding from OCHA and Management Company so all
residents are automatically members (inclusive option)
(b) lower fee to encourage more households to join (requires
interaction between committee members and residents to
collect fee but excludes OCHA households from
membership as there is an agreement that they will not
Action: further discussion at next committee meeting and
communication via newsletter.
7. Election to Committee
7.1 Bettina Pletkin resigned in July 2006 and has returned to the USA with
her family. John Lapin and Gerald Sacks both offered their
resignations prior to the AGM. John had recently become a director of
the management company and would continue to work with the WRA
in his new role. Gerald was due to move away from the Waterways in
7.2 The following members were up for re-election for a further year:
Richard Dorey, Editor in chief of Waterways World
Zoë Hardwick, Secretary
Margaret Harris, Chair
Geoffrey Fitchew, Treasurer
Sandra Steeples, Social Secretary
7.3 Two OCHA residents were co-opted, Alison Nicholl and Sharon
Grisbrook. Vicki Horner, OCHA Residents Involvement Officer, had
been replaced in the year by Michelle O’Donohue, who would continue
to be regularly invited to attend.
7.4 No new members were up for election.
No objections were raised to the nominations listed and the residents
were duly re-elected and co-opted to the Committee.
8 Any other business
10.1 The question of how to deliver newsletters to the apartments was
raised, as not all blocks have separate external letterboxes.
Action: further discussion at next committee meeting.
10.2 The lake is partly owned by Berkeley Homes and partly by the owners
of the houses on the Woodstock Road that back onto it. Any activities
involving the lake, such as a supervised fishing club, will need to be
agreed with Berkeley Homes.
10.3 Some residents were concerned at the lack of lighting along the wildlife
corridor. It was suggested that a very low level of lighting would not
Action: issue to be raised with Management Company.
The meeting closed at 7.30 pm.