NORTH DEVON HOMES. Minutes of a meeting of the Board held on Monday 6 November 2017 at 1.30pm

Transcription

1 NORTH DEVON HOMES Minutes of a meeting of the Board held on Monday 6 November 2017 at 1.30pm PRESENT: Robert Stronge (Chair) [RS] Dawn Ash [DA] James Barrah [JB] Asad Butt [AB] [FaceTime] Sabina Goodman [SG] Debbie Hay [DH] Suzanne Ingman [SI] Delyth Lloyd-Evans [DLE] Scott Murray [SM] Paul Oldroyd [PO] IN ATTENDANCE: Martyn Gimber, Chief Executive [MG] Marc Rostock, Director of Neighbourhoods [MJR] Philippa Butler, Finance Director [PJB] Stephen Snooks, Regeneration Manager [SS] Iain Springate, Strategy & Performance Manager [IAS] Lucy Duchesne, PA to the Chief Executive [LD] Minutes 3536 Apologies None New Board Member: Paul Oldroyd The Board is requested to note appoint Paul Oldroyd to the Board of North Devon Homes with immediate effect. PO joined the meeting at this point and was warmly welcomed by all Declarations of interest No additional declarations to the ones already recorded Items raised at the Chair s discretion as a matter of urgency None Fraud reported since last meeting None. S:\Chief Exec\Board\Meetings\Minutes\Archive\2017\F2 6Nov17 Board Mins Redacted.Docx Page 1

2 3541 Board Action Tracker Martyn Gimber Item 400 the notes have been loaded onto BoardPacks (ARC 21 August 2017). Item 401 MG ed the Board this morning concerning an update to the Service Level Agreements ( SLA ) which have been up-rated to NHF model guidance following feedback from Altair on Friday. This will be picked up in the Governance report on the agenda. Item 405 the graph will be in the December Board meeting pack. There were no questions Minutes of the Board meeting held on 11 September 2017 Approved and signed Matters arising from 11 September 2017 minutes MG explained the new minutes format and said feedback is most welcome to ensure we are achieving the right balance of detail for the Board To note the draft minutes of the meeting of the Remuneration Committee held on 8 September 2017 Noted. DLE - would like clarification about which plan is being referred to in 318 and this was the team ndh action plan which is the people element of the existing Corporate Plan. MG - an updated Organisational Development ( OD ) Strategy will be going to the December meeting of the Remuneration Committee which will support the emerging Corporate Plan To note the draft minutes of the C90 group meeting held on 19 October 2017 DA C90 is still in very early stages and is still relatively new for customers. It will take time to embed but there is a good level of honest discussion taking place. DLE - it is good to see specifics but how will the Board monitor the impact of what C90 is working on? MJR until C90 is stable, minutes and decisions will come to the Board. Additionally, those Board members who are on C90 can add to the discussion and ensure the Board remains connected. There will be an action tracker with the minutes reported to Board to capture key issues as they arise. MG the intention of C90 is to strengthen and preserve the customer voice at the Board table and we are not quite there yet. DH C90 is looking at some accountable actions with trackable outcomes and working on shaping the process. SI the minutes do not appear to cover the full discussion of the Corporate Plan and we do want and need to know what customers have to say. Could we review and update the section on the corporate plan discussion to ensure that the board can get more of a feel for what came out of the discussion? RS this is a totally different vehicle from the Customer Forum and although it is still forming itself, the willingness to succeed from all in the group is clear Corporate Plan Iain Springate S:\Chief Exec\Board\Meetings\Minutes\Archive\2017\F2 6Nov17 Board Mins Redacted.Docx Page 2

3 [This item taken after 3547.] Presentation and update on the latest version of the corporate plan including changes from the C90 meeting and from previous discussion to note and feedback. The Board is requested to approve the draft outline content of the Corporate Plan Chief Executive s Update [This item taken before 3546 as some issues inform the discussion of the Corporate Plan report.] Report and update on key strategic risks and areas for discussion and debate that cover some of the wider context and background that support items on the Agenda. The Board is requested to note the contents of the report and appendices Value for Money Update Philippa Butler Report and update on VFM Standard consultation and how this will link to the corporate plan, KPI measures and transparency. New standard would come into effect from April 2018, so financial statements for 2017/18 would be based on existing Standard. However at Friday s meeting Ralph Smale said that the HCA would be happy if the more metrics based approach was used for 2017/18. The new Standard is a welcome move away from the long, narrative self assessment. We understand that the PlaceShapers group is collating feedback to the HCA. The Board is requested to note the report Governance Update Martyn Gimber Updated Governance Action plan for noting progress, approval of the Business case for submission to the Charities Commission, latest Anchorwood Corporate plan for discussion and feedback, discussion of the future Board agenda planner, approval of Inter-company agreements between NDH and AL and a revision to the SLA agreement previously agreed for Board Members. s The Board is requested to: 2.1. Note the report and the updated Governance Improvement Action Plan at Appendix A Approve the Charities Case submission at Appendix B with the up-rated Service Level Agreement Note progress on the post implementation review at Appendix C Note the forward agenda planner at Appendix D Note the meeting feedback at Appendix E Review and feedback any changes on draft Inter-company and Service Level Agreements at Appendices F and G Note the Anchorwood Limited Corporate Plan. The recommendations, including amended 2.2 and new 2.7, were carried unanimously. S:\Chief Exec\Board\Meetings\Minutes\Archive\2017\F2 6Nov17 Board Mins Redacted.Docx Page 3

4 Action 407 Linear graph to show the relationship between NDH and AL Development and Regeneration Update Stephen Snooks Consideration of approval for JCT contract to redevelop Lamaton Park. Agreement to enter into contract for the first affordable units at Anchorwood Phase 1. Approval of the contract to deliver 3 homes at Jordan Close. Approve the disposal of Prospect Lodge. s The Board is requested to: 2.1. Note the report and appendices. Action 408 SS to circulate cost build up of Jordon Close to AB 3551 Asset Management Strategy Marc Rostock MJR presented the paper and asked that the Board note the progress on the development of the Asset Management strategy and feedback on how the board wants to engage to refine the strategy and be further engaged given the important links to the corporate plan. s The Board is requested to: 2.1. Note the progress made with the NDH Asset Management Strategy to date Indicate how it wishes to be further engaged with informing the new asset management strategy for Action 409 MG to look at Agenda Planner and liaise with the Chair over key strategy review dates and timing 3552 Young Persons Project Options Funding implications and strategic approach to whether the continuation of the project fits into the wider strategic objectives and vision of the company. s The Board is requested to: 2.1. Note the current progress of the NDH Youth Project Office Strategy Update Martyn Gimber The Board is requested to note the content of the report Performance Report Quarter 2 Iain Springate Consideration of Quarter 2 performance against targets and compliance to standards. S:\Chief Exec\Board\Meetings\Minutes\Archive\2017\F2 6Nov17 Board Mins Redacted.Docx Page 4

5 The Board is requested to note the report alongside Appendix A. Action 411 Target information to be annotated for clarity Financial Performance Quarter 2 and Budget Review Philippa Butler Review and update on the quarter 2 financial and funders reports. Update on NROSH quarterly return and HCA sign off. Financial metrics and forecast year end out turn. Appendix A was a draft at the time of writing and further review has resulted in a revised statement of cashflows prior to submission to funders by 11 November but this does not change the bottom line. It is noteworthy that the quarterly survey to the HCA was signed off immediately with no queries, which is very quick and quite unusual. s The Board is requested to: 2.1. Note the content of this report and the Lloyds quarterly funder s report attached at appendix A Note the NDROSH Quarterly Financial and Risk Survey at appendix B and the PricewaterhouseCoopers (PWC) review attached at appendix C Note the year end forecast outturn attached at appendix E Mid Year Treasury Review Philippa Butler Treasury Management policy requires a mid year update on the strategic treasury position for Board overview, to assist in risk and corporate planning. The Board noted this very helpful report. That the Board notes the content of this report Asset Management Update Marc Rostock Operational update on asset management matters and key issues on compliance and Home 2 Home business plan implementation. The Board is requested to note the current Asset Management arrangements Date of next Board Meeting and Close The meeting closed at S:\Chief Exec\Board\Meetings\Minutes\Archive\2017\F2 6Nov17 Board Mins Redacted.Docx Page 5

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