CASSILTOUN HOUSING ASSOCIATION

Transcription

1 CASSILTOUN HOUSING ASSOCIATION MINUTE OF MEETING OF BOARD OF MANAGEMENT HELD ON WEDNESDAY 30 TH NOVEMBER 2016 AT 6.00PM IN CASTLEMILK STABLES, 59 MACHRIE ROAD Present: Anna Stuart MBE George Kelly James Garrow Robert Brennan Adam Milligan Teresa McGowan Evelyn Ferguson Teresa Sadler William Craig Julie McNeil (Co-opted) In Attendance: Charlie Millar Chief Executive Gamal Haddou Director of Finance Fiona McGowan Director of Operations Paula Brownlie Corporate Services Manager Laura Edwards Development Consultant (Part meeting) 1. APOLOGIES None 2. CONFLICT OF INTEREST (PERMANENT REGISTER) Corporate Services Manager informed the Board that the Permanent Register had been updated. Julie McNeil to be included. 3. MINUTE OF MEETING HELD ON 26 TH OCTOBER 2016 The minutes was noted and approved on the motion of George Kelly and Teresa McGowan. 4. MATTERS ARISING FROM MINUTE OF MEETING 26 TH OCTOBER 2016 None 5. CHAIR S REPORT The Chairperson reported. 28 th October: Attended EVH Conference with Adam Milligan, Jim Garrow and Evelyn Ferguson. Karen McCluskey formerly with Violence Reduction Unit with is now 1 P a g e

2 working with the Community Justice gave a great talk about lost kids. These kids who have slipped the radar and are not identified at school. She has promised to visit Castlemilk. Attended, with Evelyn, a workshop lead by a case worker from Barnardos. She presented a short film called Who am I which is a training film for social workers. Anyone who has children or who works with children should watch it. Attended another workshop on Fuel Poverty in the Islands and Rural areas. The figures are frightening. Board Appraisals: Carried out appraisals with Board Members over a two week period. 3rd November: Attended the funeral of Bill Sharkey from New Gorbals HA. 7 th November: Attended EVH Monthly meeting with Teresa McGowan. Prior to the meeting, feedback was given on the draft salaries consultation which will shortly be sent out to all EVH Members. Unions had to 7 December to lodge its formal pay claim. 9 th November: Attended thank you reception for Open Doors Day in City Chambers with Eileen Vallery (member of Stables Studio). 11 th November: Attended the CIH Dinner with a few board members and staff as Emma Scott had been nominated for the Bob Allan Award. Although Emma was not successful, she is still a winner in Cassiltoun s eyes. 18 th November: Attended TPAS Gala Dinner in St Andrews with CEO, Regeneration Manager and Lewis MacSween and were successful in achieving the Communities Award. 25 th November: Attended the GWSF Conference with Board Members and staff. We presented the 10 th Anniversary Film that Jack Boutwood had made for Cassiltoun Trust. The film was a success and loved by everyone. The Board noted the contents of the Chair s report. 6. DEVELOPMENT UPDATE REPORT Laura Edwards presented the above report previously circulated with the agenda. As the Board are aware, the Association is currently pursuing various development opportunities. The purpose of the report is to:- Update the Board on the proposed Link Framework Advise the Board on the current status of each potential scheme Seek agreement for next stage of actions Request approval for delegated authority for the Chief Executive to submit a Strategy and Development Funding to Glasgow City Council Link Group Framework: As previously advised, Cassiltoun is named on the Link Group s 4 year framework agreement for Contractors and Consultants. This will allow the Association to commission works and services without having to go through a full procurement process. Laura Edwards confirmed that she had attended a recent 2 P a g e

3 seminar on the proposed workings of the Framework and provided the Board with a full and comprehensive summary of the framework agreement. Link plan to issue their Framework Pack by the end of November 2016 to listed RSLs such as Cassiltoun. Cassiltoun is therefore likely to be able to consider doing its first call offs from early December. Barlia 3: The Barlia 3 site is the one project made up of three sites, namely the former East Castlemilk Church site, the Labour Club site and the LRT Site. The Association owns the first two sites with conveyancing underway on the LRT site and an expectation that this will settle early in A Feasibility Study has been completed for the project and Glasgow City Council have now confirmed that the updated feasibility study identifies that housing development is achievable for each of the three Barlia sites. DRS have advised Cassiltoun that it should now proceed to select a design team with a view to attaining tender approval during 2017/18. It is noted that all three members of the team that successfully carried out the feasibility study, namely MAST Architects, Scott Bennett Engineers and Reid Associates Surveyors, are all listed on the Link Framework. It is proposed that subject to legal advice, Cassiltoun seek to appoint this team as the design team on the Barlia 3 project. Castlemilk Drive: The Association continues to keep in contact with Crudens who are seeking to enter into an agreement with City Property to develop the site adjacent to the Association s land. Currently Crudens were not able to give any further update Nursery Site: Following on from the successful completion of the Feasibility Study at the Barlia 3 project, Cassiltoun has asked for approval from GCC to proceed with a study at the Nursery site. Glasgow City Council has indicated that they will formally respond to this request by the end of November. However, no confirmation has been received to date. Strategy Funding And Development Plans: Last year, Glasgow City Council contacted RSLs in December asking for formal funding plans for the coming three years to be submitted by the end of January. It is anticipated that the Council will be seeking similar information this coming winter. It is therefore formally requested that delegated authority be given to the Chief Executive and Head of Finance and IT to make a funding bid for the three schemes on behalf of the Association per the outline in Appendix 2. The Board approved to give delegated authority to the Chief Executive to appoint the team of MAST, Scott Bennett and Reid Associates, using the Link Framework, for the Barlia 3 design team. The Board also approved to give delegated authority to the Chief Executive and Director of Finance and IT to submit a funding bid for the coming 3 years to GCC based on the projects outlined in Appendix CHIEF EXECUTIVE S BI-MONTHLY REPORT Chief Executive presented his Bi-Monthly report previously circulated with the agenda. Stables Heating Replacement: The Trust Board will decide at their meeting on 7th December 2016 what heating replacement option they wish to pursue for the Stables building. 3 P a g e

4 Due to the complicated, expensive and challenging nature of the heating replacement, a project plan (previously circulated) has been created to help Trust Board members manage the process and to give assurance to all the governing body members within the group that a robust planning framework is in place. The careful assessment of all risks and costs is vital to the success of the heating plan. Therefore the Board of the Association and Trust will be provided with information including options to allow Board members to make the decisions necessary to resolve the problem. Nursery Update: Nursery sales income is on target and is anticipated to exceed budget. Budget Sales Income 270,000 Revised Forecast 280, children currently registered. This takes up all our full time places. The Care Inspectorate have allocated an additional 8 places. New total full time places amounts to 40. Glasgow City Council Partnership places have now been granted to the nursery. Partnership status gives parents the choice to remain at Stables Nursery with their nursery costs paid for 16 hours per week. Glasgow City Council make the payments directly to the nursery. Risks are reduced with the addition of Partnership status. Moving forward the nursery is now in its strongest position and will not require the 20k grant from the Association. It is hoped that the Nursery will be in the financial position to start paying back the loan to the Association during 2017/18. Chief Executive Officer intimated that another representative from the Board of Management will be required for the Nursery Board as the Board only consists of 4 members. The Chair has agreed to sit on the Nursery Board until the next AGM meeting. Adam Milligan intimated that he would be happy to join the Nursery Board. Internal Management Plan Update: As the Board are aware the Association s Internal Management Plan is under continuous review and is usually signed off in November/December each year. It is recommended that the next full signed off review takes place in April or May The reasons for delaying the full review is for the undernoted reasons:- Stock condition survey due to be complete by January Tenant satisfaction survey complete January Design team for Barlia 3 housing development to be appointed early New financial approval (30 year business plan and future borrowing requirements) to start in early In December, the Board will need to approve the 30 Year Business Plan to allow it to be presented to the Banks. Further review of our plan is required to take a strategic reassessment of the next five years from 2017 to This is the period when the Association will be going through a development phase and considering the impact on our Void Housing Strategy. The Board are requested to note that the following has been achieved during the 2016 IMP review:- Strategic and operation objectives set Traffic Light monitoring report approved 4 P a g e

5 SMART Plans in place, updated and approved. Budget in place SHR moved the Association to Low Level Engagement ARC returned Report card published and distributed to tenants Risk register reviewed (will require further update and review early 2017) 5 Year financial plans submitted to SHR Sub-committees regularly review performance, objectives and re-set priorities. Major Repairs programme implemented Rent Increase Consultation Good Practice: The SHR recently provide a report on how Landlords consult tenants about rent increases (copy to be circulated to the Board for information). The following recommendations were made:- Ensure that consultation about rent increases is meaningful and give tenants opportunity to participate. Consider their tenant profile and best ways to engage with tenants about rent increases. Give tenants easily to understand information to help them to express informed views. Give tenants genuine options for proposed rent increases and spell out what they mean for levels of investment in homes and the level of services offered. Show tenants how their views were taken into consideration in decisions and provide feedback on the consultation process. The following was recommended to help improve the Associations practice: Introduce rent consultation throughout the year by:- Display rent levels in reception. Cassiltoun HA rents benchmark very well locally and nationally (Example shown to the Board) Display what rent covers on the internal glass within Stables i.e. our investment plans, activities and opportunities of Cassiltoun. Promoting rent and reasons for rent increases of the events held at Stables. Start a discussion with tenants during the Christmas Café. Develop ideas to capture views and provide feedback (newsletters, annual reports, Castlemilk Park activities and website). Keep under review and report back to the Board. Ask tenants to display their satisfaction by giving them a token to put into secure boxes at reception Registers to be kept of feedback received and presented to Operations Sub Committee for information After discussion, the Board noted and approved the contents of the Chief Executive s Bi-Monthly Report. 8. MANAGEMENT ACCOUNTS OCTOBER P a g e

6 Director of Finance presented the Management Accounts for October 2016 that were previously circulated with the agenda via a powerpoint presentation. This is the fifth set of accounts and covers just over half of the financial year. In accounting terms, the actual surplus is 272k being lower than the budget of 346k. This arises due to the three repairs and maintenance rows; cyclical, estate and reactive. The results are on a like for like basis since major repairs minus capitalised items and RTBs are similar to their budgets. RTB income will distort the bottom line as this will show as a surplus on sales. However, sales are not good news. Most running cost areas are still forecast to be consistent to the budget. Overall forecast is 2.82m and budget is 2.81m Compared to last year, running costs are 9% higher and repairs 11% higher. Bank balance is 4.2 million. We are expecting about 7 RTB sales this year and a few will probably roll over into 2017/18. Factoring cost centre shows a 16k loss. This time last year the underlying position was a deficit of 7k. Arrears are still low but will increase as we move towards Christmas. They are currently 7k better than a year ago. Major repairs spending for 2017/18 now reducing from 1.3m to 1.0m which allows us to stay within bank covenant SHR Risk Management: SHR this week have said: General financial well-being.. considers each RSL s ability to provide accurate forecasts of its financial performance Welfare reform and rent levels..considers trends in voids, bad debts, arrears and rent increases Development..considers the impact of any programme to build new houses Plus about 20 other areas A copy of this document will be circulated to the Board for their information. George Kelly enquired if RTBs had an affect on the Association s covenants. Director of Finance intimated that they actually had a favourable affect on the Association s long term projections. Anna Stuart enquired who sets the figures for RTBs. Director of Finance confirmed that it was the District Valuer who set the for sale figure. The Board noted and approved the Management Accounts for October COMPLAINTS REGISTER Director of Operations presented the Complaints Register for 1 st April 30 th September There were 36 complaints received during this time. 34 were upheld. 6 P a g e

7 32 complaints were resolved in 5 working days and 4 x 1 st stage outwith timescales. The Board noted the complaints received. 10. HOUSING SCOTLAND ACT Director of Operations gave an update on the Housing Scotland Act via a power point presentation. Final draft guidance had been published. 11. ATTENDANCE REPORT The Corporate Services Manager presented the Attendance Statistics for the Association via a powerpoint presentation. For the second quarter, July-September 2016, the Association s absence rate stood at 0.06%. All absences were dealt with in accordance with the Association s Attendance Policy. The Board noted the Absence rate for Quarter BOARD OF MANAGEMENT ATTENDANCE The Corporate Services Manager outlined the Board of Management s attendance figures from July October TRAINING PLAN FOR BOARD MEMBERS 2016/17 The Corporate Services Manager informed the Board that a training plan had been drawn up after summarising the main training topics following on from Board appraisals. The Board noted that the first training session will take place on 18 th January 2017 Development Update. 14. CORRESPONDENCE Letter from DNDP: Unfortunately due to reviewing the viability of this service, DNDP have given the Association 30 days notice to withdraw their services. Their services terminate on 15 th December Their two employees who had been working with the Association have been redeployed to DNDP s courier section. All post will now be delivered by Royal Mail. Letter from Erskine: Anna Stuart had donated half of the 1000 that she had been awarded as part of the Mary Barbour Award. Erskine had written to Anna to thank her for her generous donation. City Mission Winter Night Shelter 2016/17: Thank you letter to the Association for their 500 donation to the Winter Night Shelter. 7 P a g e

8 Letter from Ms Bowden (Craigdale tenant): Ms Bowden wrote to the Association to thank our Welfare Rights Officer for all her help and assistance. Caring, Operations, Joint Action Council (COJAC): Association s donation to their Halloween Fundraiser. Thank you letter for the from Colleen Rowan, GWSF: from the Forum thanking Anna and the Association for their contribution at the Conference and for showing the Stables Film. Thank you card from Jack Boutwood: Thank you card from Jack expressing his thanks for to the Association and staff for making his time at Cassiltoun a memorable experience. GWSF publication entitled Scottish Social Housing Charter Performance 2015/16 : A copy of this publication is available from the office. PATH Scotland: Annual Report is available from the office 15. APPLICATIONS FOR MEMBERSHIP The Board considered 2 membership applications as outlined by the Corporate Services Assistant. The Board noted that the eligibility of the applications had been checked. The Board approved the membership applications on the motion of Anna Stuart and seconded by Teresa Sadler. The Board noted that the members would be added to the Share Membership Register and that Share Certificates would be issued. 16. USE OF SEAL The use of seal was used on 5 occasions. 17. ENTITLEMENTS, PAYMENTS AND BENEFITS None 18. SUBSIDIARY AND SUB COMMITTEE DECISIONS MADE BETWEEN 27 TH OCTOBER 30 TH NOVEMBER 2016 None 19. STABLES 10 TH ANNIVERSARY FILM The film, which had been made by Jack Boutwood on behalf of Cassiltoun, was shown to the Board for their information. 8 P a g e

9 20. A.O.C.B. Annual Report/Report Card: Chief Executive informed the Board that with combining the Report Card this year with the Annual Report, the Association saved 1, Board/Staff Christmas Lunch: The Croft has been booked for the Board/Staff Christmas lunch on Wednesday 14 th December DATE OF NEXT MEETING Wednesday 14 th December 2016 at 12 noon There being no further business the meeting concluded at 7.50pm Signature: Chair of Board of Management Date: 9 P a g e