YORK HOUSING ASSOCIATION LTD APPROVED MINUTES OF A MEETING OF THE BOARD

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1 YORK HOUSING ASSOCIATION LTD APPROVED MINUTES OF A MEETING OF THE BOARD Held on Thursday 26 March 2015 at 2 Alpha Court, Monks Cross Drive, Huntington, YORK, YO32 9WN PRESENT Board Janet Whipps (JW) Mike Leonard (ML) Mike Newbury (MN) Pat Walton (PW) Rick Elliott (Deputy Chair) Ruth Brigham (RB) Sue Walters-Thompson (SWT) Senior Management Team (SMT) Julia Histon (CE) - Chief Executive Kate Spencer (OD) - Operations Director Paul Atkins (D&PD) - Property Director Cliff Parker (FD) - Interim Finance Director Minute Taker Sandra Parker - Committee Secretary 1. APOLOGIES Action By Kevin McAleese (KM), Kelly Shaw (KS) and Alison Rusdale (AR) all sent their apologies. The Deputy Chair advised members of the Chair s current health and that he hopes to attend the Board Away Day, DECLARATION OF INTEREST There was no declaration of interests. 3. MINUTES OF PREVIOUS MEETING HELD The minutes were agreed and signed by the Deputy Chair. 4. MATTERS ARISING Page 7 Tenants who live below the poverty line - Detail using the definition of the Living Wage Standard to be included in the next annual narrative report on customer care due to May/July Board. OD 5. APPOINTMENT OF VICE CHAIR (ELECT) JW left the meeting for this item only.

2 The Deputy Chair advised members that JW had offered to stand as Deputy Chair (Elect) and no other nominations had been received. The Deputy Chair confirmed that he would be retiring from the position at the Board, at the end of his nine year term. Members unanimously approved JW becoming Deputy Chair (Elect). On return, members congratulated JW on her appointment. 6. STRATEGY 6.1 BUDGET 2015/16 The FD gave an overview of the 2015/16 budget. After consultation with the Board Budget Working Group, both JW and RB felt there was no further requirement for the group to meet after the discussion held at the Board meeting and final recommendations being taken to this meeting. A paper detailing cash flow budget was tabled. The following points were noted: 1. Options for FRS102 impact - following the presentation by BDO to Audit Committee Board approved SMTs recommendation to continue with current policy of valuing properties at historic cost. 2. Working capital of 400k recommended to be increased to 500k from now. Further discussion on an appropriate level for the future to be held at next Audit Committee meeting. Audit Committee members Mike Newbury entered the room, having previously given his apologies for arriving late. 3. A stress test workshop to be held April-June for Audit Committee members and open to other Board members. The purpose is to detail future development plans in line with the next loan agreement and identify what would break the business. 4. The FD to include detail to each Audit Committee of 3 months working capital requirements. 5. The latest 'right to buy' announcement by the Conservative Party and how this might affect our sector was queried. The CE advised that it would mean HA s selling properties at 30% discount but as we are private sector companies, we can t be forced to sell our assets at less than market value, so public funds would be required to cover the discount. The NHF believe this issue extremely controversial and are making the case that public funds are better invested in new supply. However, this proposal is likely to remain in some form in their manifesto. Audit Committee members FD The Deputy Chair thanked the FD and his team for the thorough paper. Board approved the 2015/16 budget and to continue with current policy of valuing properties at historic cost.

3 6.2 CAPITAL PROGRAMME : MAJOR WORKS The D&PD advised the extended plan includes Since the report was written a 10k conversion at Navigation Road to convert from a shared to a single property is required. The D&PD advised that savings would be found in the budget to fund these works. Discussion was held over: 1. Bringing works forward. 2. Why roofs were not part of the plan? The D&PD advised these had a 50 year lifespan and were included in the Lifespan analysis. 3. Disruption caused to tenants when major works are carried out over two years such as Cambridge Street, where the heating is being changed in 2017 and windows are being replaced in The D&PD advised that tenants are always consulted in advance so an opportunity to discuss timing is available. The D&PD understood the concern and would look at bringing any works such as those detailed above into one programme. 4. The schedule is driven by component lifetime - could some works be driven by tenant wishes? The D&PD advised a successful 'Fat Chance' game exercise had been carried out in 2014 with tenants who advised their top priorities were windows and heating; with bathrooms and kitchens the lower priorities. This information had been factored into the programme. In addition the programmed investment from Lifespan is reviewed annually along with patterns of routine maintenance expenditure and tenant complaints, before finalising the annual programme. D&PD Board approved the Major Works Programme for 2015/16. 7 PERFORMANCE 7.1 CHIEF EXECUTIVE'S REPORT The CE gave an overview of the report with the following points noted: Board Away Day The programme to include discussion on the organisational restructure including new FD appointment and any further developments around the CoYC support contracts. Auden House From mid April, 24/7 care will be in place which the residents are delighted about. Self-payers received an individual consultation and none have declined payment. Board thanked SMT for an excellent piece of work and noted the Chair s input into ensuring this positive outcome was achieved. IT Further to the tender process, the CE advised that Montal have been chosen as the IT provider from May onwards for the next three years; with Paul Wood engaged as an IT consultant. This appointment is subject to satisfactory references and final costings (which are under OJEU thresholds). They are a sector known national company in

4 comparison to the current local provider, CCS. An internal secondment as Project Lead for 6 months has been made with a small honorarium payment. 7.2 PROPERTY AND DEVELOPMENT REPORT Elvington Completion date Newburn House Over budget due to BT works and fire officer works. Peppercorn and Renshaw Await Home Housing who are getting the title documents ready. Phoenix Drive, Whitby First 7 of phase 1 handed over. Major Works All completed Gas Internal gas audit did not highlight any areas of concern and only identified some older installations that were not to current standards. No further works required. HCA Audit Report Date to be confirmed. Sales Liaising with sales consultant Moya, from Embrace to market and sell properties. Norton - 1 further deposit received bringing total to four confirmed sales with deposits. Whitby - 1 deposit received, with one further prospective buyer with IFA. 7.3 PERFORMANCE TARGETS AND OPERATIONAL PLAN FOR 2015/16 Board discussed SMTs recommendations for performance targets and approved the following: 1. Current tenant arrears 1.8% 2. Former Tenant Arrears 1.3% 3. Bad Debt Write Off 0.75% 4. Voids 1.8% Currently carrying voids at Auden House as no referrals currently being made due to 24/7 service care not yet in place. 5. ASB - End of year benchmark figure 6. Complaints 100% 7. Repairs 94% 8. Gas Servicing 100% and PI s to include numbers as well as percentage in future. 9. HR PI as previous years figure divided by four 10. Operating Margin As budget 11. Net Surplus As budget 12. Gearing Covenant As per lender requirements 13. Interest Cover Covenant As per lender requirements 14. All Sales Receipts Proposed approach in line with targets requested last time. 15. Shared Ownership Units Sold Proposed approach in line with targets requested last time.

5 Operational Plan The Board welcomed the more strategic Operational Plan with only eight main actions this year. Board queried when the association would reach over properties owned or managed and enter the next NHF size band category. The CE confirmed that during 2015/16 we should reach 940 units in ownership but to confirm whether leased properties are included in the calculation, in which case we will cross the 1000 units threshold sooner. CE Audit Committee check risk, cash flow and stress test at each meeting; reporting any issues to Board as necessary. 8. REPORTS FROM COMMITTEES 8.1 AUDIT COMMITTEE MINUTES MN advised members that the Gas Internal Audit Report had given Limited Assurance; as although the work to gain access had taken place, YHA were unable to evidence this but have since improved systems. Committee had therefore agreed to commission a follow up visit with the report being brought to meeting. The four highest risks were detailed, with it noted that 2 and 3 will be significantly addressed by the implementation of a new IT network: 1. Welfare Reform 2. Lack of Business Continuity 3. Technological failure 4. Financial Viability Board noted the minutes. 9. ANY OTHER BUSINESS 9.1 Complaints Policy The role of the Board in complaints management was highlighted further to the Complaints Policy having been approved at the last meeting. Dates were explored but unable to be confirmed so to be sent to members to identify a suitable date when at least four members could be available. The OD to organise a 2 hour training session for interested members. SP 9.2 Board Apologies received from PW, JW and RB. 10. POST MEETING REVIEW Order of Agenda The order of agenda was discussed. It was agreed that Strategy would continue to be first for the next couple of meetings then to review again. Members were comfortable with Strategy coming first when performance was good, but had reservations that if there are significant performance issues, these need proper discussion time and should be brought forward on the

6 agenda. 11. DATE OF NEXT MEETING 21 May2015 DECISIONS 5. Members unanimously approved JW becoming Deputy Chair (Elect). 6.1 Board approved the 2015/16 budget and to continue with current policy of valuing properties at historic cost. 6.2 Board approved the Major Works Programme for 2015/16. Sandra Parker PA/COMMITTEE SECRETARY BOARD MEMBER

YORK HOUSING ASSOCIATION LTD APPROVED MINUTES OF A MEETING OF THE BOARD

YORK HOUSING ASSOCIATION LTD APPROVED MINUTES OF A MEETING OF THE BOARD Held on 19 November 2015 at 2 Alpha Court, Monks Cross Drive, Huntington, YORK, YO32 9WN PRESENT Board Alison Rusdale (AR) Janet