CASSILTOUN HOUSING ASSOCIATION

Transcription

1 CASSILTOUN HOUSING ASSOCIATION MINUTE OF MEETING OF BOARD OF MANAGEMENT HELD ON WEDNESDAY 26 TH OCTOBER 2016 AT 4.15 PM IN CASTLEMILK STABLES, 59 MACHRIE ROAD Present: Anna Stuart MBE George Kelly James Garrow Robert Brennan Adam Milligan Teresa McGowan Evelyn Ferguson Julie McNeil William Craig In Attendance: Charlie Millar Chief Executive Gamal Haddou Director of Finance Fiona McGowan Director of Operations Clair Malpas Regeneration Manager Paula Brownlie Corporate Services Manager Karen Graham Coporate Services Assistant The Chairperson welcomed Julie McNeil to the Board Meeting. The Board formally noted the appointment of Julie McNeil to the Board of Management as a Co-opted Member. 1. APOLOGIES Teresa Sadler 2. CONFLICT OF INTEREST (PERMANENT REGISTER) Corporate Services Manager has updated the Permanent Register and will circulated to Board Members to ensure that all is correct. Julie McNeill, co-opted member to be added to the register. 3. MINUTE OF MEETING HELD ON 21 ST SEPTEMBER 2016 The minutes was noted and approved on the motion of George Kelly and Robert Brennan. 4. MATTERS ARISING FROM MINUTE OF MEETING 21 ST SEPTEMBER 2016 Page 6, Item 6: Assistant Handyperson s Review: Regeneration Manager intimated that the Association had been successful in obtaining funding from Glasgow Guarantee to continue with the Estate Assistant post for a period of 18 months. The funding will be (50% in year 1 and 0% in the subsequent 6 months). 1 P a g e

2 5. CHAIR S REPORT The Chairperson reported. 28 th September 2016 : Saltire Meeting to discuss how the awards for 2016 went and what next year s programme will look like. 29 th September 2016 : Meeting with Owen Stewart, Chair of Thenue HA Chairperson met with Owen Stewart, Chair of Thenue HA. Mr Stewart wanted to visit the Stables as part of his appraisal process. 3 rd October 2016 : EVH Meeting Chairperson attended the EVH meeting with Teresa McGowan. Misia Jack from Scotland s Housing Network gave a presentation on the new governance self assessment tool. This highlights the role of the governing body and value for money. 10 th October 2016 : Welfare Reform Committee Meeting Chairperson attended the Welfare Reform Committee meeting to discuss what action they will be taking forward next year. The Committee are going to a Development Day on 3 rd November at Loch Lomond with the GWSF Board. 12 th October 2016 : Opening of new Musuem Case at the Stables Chairperson attended the above event. 15 th October 2016 : Funeral Chairperson attended the funeral of a longstanding tenant, Evelyn Maxwell with John Williams, Area Housing Manager 20 th October 2016 : GWSF Meeting, Govanhill A presentation was given by Doug Melville, Digital Consultant who is working with the Scottish Government on how digital is the future. The Board noted the contents of the Chair s report. 6a. OPERATIONAL OBJECTIVES 2016/17 : 6 MONTH REVIEW TRAFFIC LIGHT MONITORING SYSTEM REPORT The Chief Executive presented the above report previously circulated with the agenda. The Board noted that of the 16 operational objectives, 11 had been achieved, 4 were sitting at amber and 1 was sitting at red. Objective No.15 to make preparations for the introduction of the Housing (Scotland) Act 2014 once the timetable for implementation is known is marked red as the Association are unable to proceed with any preparations until guidance is issued from the Scottish Government. However, Director of Operations will review policies to take into account Housing Options. 2 P a g e

3 Objective No 1, To recruit further new board members, this objective will remain amber until 15 members are recruited in conjunction with our Rules. However, the Board may agree to change to green if we recruit 12 members with a view to continue to recruit to maximum requirements. The Board noted and approved the 6 month review of the operational objectives for 2016/17 on the motion of Anna Stuart and seconded by George Kelly. 6b. PROCUREMENT OF DEVELOPMENT SERVICES 1/4/ /3/2020 Chief Executive Officer informed the Board, that the Rengeneration Manager will take over the administration of Cassiltoun s account on the Scottish Procurement Portal (web site). The Regeneration Manager intimated that due to the size of the contract, the Association is required to tender for the Development Services which are currently provided by Laura Edwards. Robert Brennan enquired as to why Laura Edwards cannot continue to manage the Association s account on the procurement portal. The Regeneration Manager confirmed that there were be a clear conflict of interest. The timetable for the procurement of development services which was circulated to the Board was approved by the Board on the motion of Teresa McGowan and seconded by Robert Brennan. 7. MANAGEMENT ACCOUNTS SEPTEMBER 2016 Director of Finance presented the Management Accounts for September 2016 that were previously circulated with the agenda via a powerpoint presentation. The fourth set of presented accounts covers half of the financial year. In performance terms the actual surplus is 285k being somewhat lower than the budget of 362k. This is due to more day to day repair & maintenance costs of 57k and the remainder are just normal fluctuations. The full year forecast is currently in line with the budget but needs updating for RTBs and repairs. The same two areas will exceed their annual budget ie repairs and salaries. Rental income likely to be little bit lower than existing forecast. The loss on replacement of assets is not an overspend but a presentational matter relating to major repair components. Will revert to a large surplus if we sell 5-8 properties (this fin year). 2 RTB sales have occurred so far and a further 13 applications are in the pipeline. Arrears trend continues down from the start of the year by 12k. Major repairs spending is 461k with most being capitalised. Loan covenant would only allow 143k of any more spending. Suggests maximum on major repairs for a year is 604k x 2 = 1.2m 3 P a g e

4 All KPIs have been achieved. Accounts to be submitted to both lenders before the end of the month. The Board noted and approved the Management Accounts for September TRAINING PLAN FOR BOARD MEMBERS 2016/17 Corporate Services Manager presented the above report previously circulated with the agenda. After the completion of all Board Appraisals, a summary of training highlighted during the process will form the Board Training Plan. The Corporate Services Manager will laisie with Senior Managers and other training providers to set up a timetable for Board Training. 9. EESSH SCOTTISH GOVERNMENT BID Director of Operations informed the Board that Glasgow City Council had contacted RSLs to state that there was money available from the Scottish government to assist to bringing properties up to EESSH standards. A bid was submitted on behalf of the Association and we are awaiting the final outcome, however GCC have advised that we will be getting windows for 10 of our properties, approximately 45,000 in value. Chief Executive advised the Board that the Director of Operations was very diligient in turning this application around. The Association had a tight deadline of 7 days to complete the application. The Director of Operations ensured that this was a priority in her workload. As a result, the Association was successful in its bid. The Board thanked the Director of Operations for the hard work and effort in completing this successful bid. 10. CORRESPONDENCE Letter from Michelle Collins, 81 Ballantay Road: Ms Collins thanked Emma Scott for all her help, support and good customer service while she was getting her new kitchen installed. Letter from Stewart McDonald MP: Stewart McDonald MP congratulated Emma Scott for her nomination for the Bob Allan Young Achiever in Housing Award at the CIH Scotland Excellence Awards Letter from Scottish Housing Regulator: Letter from Paul Milligan at the SHR s office indicating that they have reviewed the service outcomes for the first two quarters of 2016 and as a result we are now under low engagement for the remainder of the year. Scottish Heritage Angel Awards: As the Board are aware, Castlemilk Park s Local History Group were nominated for an award. Unfortunately, they were not successful but did receive commendation award. 4 P a g e

5 11. APPLICATIONS FOR MEMBERSHIP The Board considered 5 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 Evelyn Ferguson. The Board noted that the members would be added to the Share Membership Register and that Share Certificates would be issued. 12. USE OF SEAL The use of seal was used on 4 occasions. 13. ENTITLEMENTS, PAYMENTS AND BENEFITS None 14. SUBSIDIARY AND SUB COMMITTEE DECISIONS MADE BETWEEN 22 ND SEPTEMBER TH OCTOBER 2016 Operations Sub Committee 5th October Supported Accommodation 2&4 Barlia Grove - Void Loss Write off Request - 2, To proceed with Court Actions 15. A.O.C.B. 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 30 th November 2016 at 6.00 pm There being no further business the meeting concluded at 5.20 pm Signature: Chair of Board of Management Date: 5 P a g e