YORK HOUSING ASSOCIATION LTD

Transcription

1 YORK HOUSING ASSOCIATION LTD MINUTES of a meeting of the Board of the Association held on Thursday 1 December 2011 at The Grange Hotel, 1 Clifton, York, YO30 6AA at 6.00 pm. PRESENT: Board: Ruth Brigham (RB), Jolyon Harrison (Chair), Nigel Craddock (NC), Elspeth Harrow (EH), Rick Elliott (RE), Pat Walton (PW), Mike Leonard (ML), Christine Burgess (CB), Abdul Rashid (AR) and Janet Whipps (JW). Staff: Julia Histon (CE), Kate Spencer (OD), Paul Roberts (FD) and John Gilham (D&PD). Minute Taker: Sandra Parker (SP) 1 APOLOGIES Action by No apologies were made. 2 DECLARATION OF CONFLICT No Declaration of Conflict of interest was brought to the Chair s attention. 3 MINUTES OF PREVIOUS MEETING HELD The minutes were agreed as a true and accurate record of the meeting. 4 MATTERS ARISING National Board members conference February There is a budget allowance for two members to attend and the CE asked members to let SP know if they would like to attend after the meeting. (Post meeting note: CB said that she would like to attend, though as she attended last year would be happy to let other members have the opportunity). CoYC Tenancy Strategy The CE advised that no direct feedback had been received from CoYC re 80% rents or the future Tenancy Strategy. The North Yorkshire Housing Forum are holding political discussions early January 2012 about a sub regional approach to the strategy. Asset Management Strategy The D&PD advised the paper gave detail against the target split of ⅔ general needs and housing for older people and ⅓ supported housing. He explained the two ways the figures could be viewed. Either way, our stock profile is in line with the strategy. BOARD

2 5 REPORTS FROM COMMITTEES 5.1 Audit Committee Minutes 3 November 11 NC gave an overview of the meeting with the following being noted: The appointment of new internal auditors, PKF. They will pilot their reporting format to ensure the needs of the Association are met. The Internal Audit Action Plan was reviewed; a few items remain outstanding mostly relating to Anti Social Behaviour, which is in hand. The YHA and Tuke insurance policies will be combined, making some financial savings, which will buy some extra insurance cover for fraud and professional indemnity Disaster Recovery Policy It was noted that the CoYC disaster telephone number should be used instead of the main office number. With this amendment made the policy was approved by Board Risk Management Strategy The Risk Management Strategy was approved by Board. 5.2 Performance Committee Minutes 24 November 11 EH tabled the Performance minutes and gave an overview with the following being noted: Quarterly Performance Indicators The arrears problem at Auden House has now been addressed where tenants had received Housing Benefit directly. The benchmarking figure for arrears after receipt of HB is 2.8% for smaller HAs (we currently use a target figure of 3.5%). This will be used when setting targets for 2012/2013. A drop in the number of repairs was noted. Using benchmarking PIs as targets for sickness figures to be developed. There is a larger surplus in the accounts than anticipated and SMT will detail proposals for how this can be spent and report to Board meeting. Operational Plan Tuke, Transfer of Engagements should proceed pre- Christmas. A Hub and Spoke pilot to be implemented for Auden House (Hub) and YHAs sheltered schemes (Spokes). Equality and Diversity A fundamental review of the Equality and Diversity Strategy will take place February CE

3 Component Accounting An update on Component Accounting was given. 6 CHIEF EXECUTIVE S REPORT The CE gave an overview of the report, with the following being noted: Induction Programme A series of meetings have taken place to establish positive relationships with staff, Board members, external partners and competitors. Public Relations MP Hugh Bayley to visit Auden House on 16 December. Take up of a press release for the HCA contract has been positive with interest from all local press and two radio stations. BBC News launched the Governments National Housing Strategy from the Richmond Street site with NHF and Tees Valley Housing (as the lead developer) being interviewed; the Association was mentioned. The Chair, CE and D&PD attended UKHA awards event in London. Unfortunately Discus was unsuccessful on this occasion. Tuke Transfer of Engagements All statutory procedures are complete. Once the redemption of the NBS loan and its replacement with funding from the RBS is complete approval from the TSA and FSA will be obtained. The transfer is anticipated to complete early in the New Year. Development process Chair, RE and JW to meet with SMT 12 January at 5pm, to consider the role of Board in the development process. If other members would like to take part please let SP know. New Business Opportunities We have been added to Scarborough Borough Council s list of potential Registered Providers of Section 106 properties. They could also make available two sites at nil cost. Fire at Flat 24, Kealia Court, Scarborough All systems worked well during fire on , no one was injured and no negative press reported. SMT have started an internal enquiry, the outcome of which will be brought back to Board; this will include proposals for future restrictions on the use of candles, chip pans etc. The D&PD has met with North Yorkshire Fire and Rescue Service and Scarborough BC Environmental Health department. Scarborough BC was explicit that there was no criticism of the owner or the Association s actions or fire alarm provision to date although the department may recommend that further works are carried out. Strategy to promote the Association as an Extra Care/Older People s Provider The OD explained that in the Operational Plan there is an action to produce a strategy to promote the Association as an extra care/older people s provider. In light of revenue cuts and initial difficulties with Auden House, SMT will change this action BOARD SMT

4 and carry out the following tasks instead bringing back one report to Board: Carry out an end of year 1 review of Auden House. Pilot a Hub and Spoke service with Auden House as the hub for providing services to our other sheltered tenants in York. Continue to consider any SP tendering opportunities. Consider the implications of handing back our older persons SP contracts if we reach a point where we do not feel we can deliver a quality service if there are further cuts to revenue funding. York Homelessness Prevention Scheme The new SP contract commenced Consultation on restructure of staff including TUPE transfer has taken place resulting in one voluntary redundancy taking place. IIP Update The CE and OD met the assessor today for a planning meeting with the assessment taking place on Shared Housing Scheme Peasholme Centre Charity unfortunately lost the contract to provide management services to our tenants at 27 and 28 St Mary s and 9 Melbourne. The contract was awarded to Foundation Housing from 1 November and we are analysing the Management Agreement with them. Tackling Worklessness The OD advised that this work was put on hold when both YHA and Peasholme Centre Charity concentrated on re-tendering for their existing SP contracts. Discussions have now resumed whereby Peasholme would set up a social enterprise providing gardening services and take on our gardening contracts. Employment or training of vulnerable people likely to find it difficult to obtain jobs would be provided, these people could be tenants of YHA or people receiving support services from YHA, Peasholme or other local organisations. The SP manager at CoYC has agreed to ask the Commissioning Body to provide a one off start up grant of 5,000. Grant funding would also be sought from other sources. A meeting is due to take place next week for further discussion. The potential start date of 2013/14 was discussed and the CE and OD will discuss whether any surplus monies may be used to bring this forward. Board members were keen to financially support this initiative and the OD and CE will discuss further. It was also suggested that the scheme be piloted in the next financial year. Governance Board diary dates: the AGM will be and the November Audit Committee meeting will take place on SP to issue revised meetings diary for (Post meeting note: The Remunerations Committee meeting due has been postponed with a revised date of ). Board Members Website Board members were asked to let SP know of any comments members had to improve the website by mid December. SMT SP BOARD

5 Board Vacancies The CE and Chair to meet with three people who have expressed interest in becoming Board members. CE/CHAIR AR asked the CE what her early impressions of YHA are. The CE said that she had been made to feel very welcome by all. The Associations reputation was good and many partners believed us to be a larger Association. In the future we are well placed to decide which partners we would like to work with. 7 DEVELOPMENT UPDATE 7 th Avenue We are assured that a contract has been let by NEDL for construction of the new substation and the demolition of the old substation. However, written evidence of this is required. NEDL is waiting on confirmation of price from their subcontractors. Once this has happened, SMT consider that sufficient comfort is in place to proceed. Discus, Richmond and Faber Street There are still delays due to utilities. Seven handovers took place last week, with another six taking place on , the balance will be A suggestion has been made to CoYC to amend a marketing clause in the Section 106 agreement which requires a property to be marketed for 12 weeks to people on CoYCs waiting list before any change of ownership can take place. This clause is a barrier to many causing lenders to be wary. It was noted that the Darlington BS and Leeds BS may also lend against DFS properties and TVHG are looking into this. Scarborough Single Homeless Scheme The purchase of 5 Cromwell Terrace, containing four flats has taken place. Upgrading now in hand. A further 11 flats still to be acquired and various properties being considered. 1 & 2 Marlborough Grove and 60 Heslington Road Auction took place , both properties exceeded their reserve of 600k and were purchased for 700k in total. 8 BUDGET TIMETABLE The FD advised the paper gave details of the timetable to Board, with the first draft budget being presented to Board and the final proposed budget being submitted to Board. He gave an overview of the key areas for consideration. The CE recently attended a NHF regional forum on rent/service charges. They are campaigning to move away from the September RPI date to secure a better reflection of inflation over the whole year. It was agreed to allow good time for SMT to report on alternatives and how tenants could benefit from extra income in next Board meeting.

6 9 POLICY & STRATEGY Standing Orders/Authorisations It was noted that two updates have been approved by Board so far this year and no further changes were required to this annual review. Board approved the Standing Orders/Authorisations. 10 GOVERNANCE & REGULATION 10.1 Annual Report of the Performance Committee EH gave an overview of the report, which Board noted Shareholder Association membership Board approved the removal of shareholder, Des Minton from the register of Shareholders Action Plan from Board Away Day The CE gave an overview of the report, noting that during 2012/2013 we need to devote some time to: 1. Efficiency and productivity (value for money). 2. Developing a strategy for business focus. 3. Partnership strategy. An Organisational Development (OD) Programme would enable these issues to be addressed with both Board and staff. It is three years since Nicolas Associates carried out some OD work with senior staff. Board approved that a group, comprising Chair, Deputy Chair, Chair of Committees, plus one other member along with a couple of SMT members to take this forward. The new IT systems were discussed; the FD advised that data is extracted much quicker without excessive staff time. More relevant data will be extracted on a weekly basis from UH and database systems rather than quarterly which happens at present. The FD confirmed that technical support provided by CCS is for hardware only. Any new software purchased comes with consultancy support NHF The Bulletin The report was noted.

7 11 VERBAL FEEDBACK ON THE NHF ADVANCED GOVERNANCE FOR BOARD MEMBERS Presentations from the conference were tabled and NC and EH gave an overview of the event. It was noted that the CE and Company Secretary posts are seen as important to be separate in some organisations. 12 ANY OTHER BUSINESS There was no other business to discuss. 13 DATE OF NEXT MEETING 2 February 2012 DECISIONS 9. Board approved the Standing Orders/Authorisations Board approved the removal of shareholder, Des Minton from the register of Shareholders Board approved that a group, comprising Chair, Deputy Chair, Chair of Committees, plus one other member along with two SMT members to take the Organisational Development (OD) Programme forward. Sandra Parker PA/COMMITTEE SECRETARY BOARD MEMBER