CALEDONIA HOUSING ASSOCIATION LTD 29 JANUARY 2013 MANAGEMENT BOARD MINUTES WEBSITE

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18 Νοε 2013 (πριν από 3 χρόνια και 8 μήνες)

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CALEDONIA HOUSING AS
SOCIATION LTD


29 JANUARY 2013

MANAGEMENT BOARD MIN
UTES


WEBSITE


BUSINESS ITEM

I
SSUE

DISCUSSION AND DECISIONS




In attendance

Board Members

Ian McMillan

Chair

Penny Coburn

Elaine O’Brien

Bill⁒潢敲瑯e

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䑡ai搠䝲a湴


Alis瑡tr B慲aie

䱩n摳ay 䑡ar潣h


䱩z⁂ro睮

䥡渠
䵣i慲敮





Apologies

Board Members

Robin Grant

Treasurer

Tom Potter

Gavin Stewart





Present

Officers

Julie Cosgrove Chief Executive


Tim Calderbank

Operations
Director

Andrew Kilpatrick

Asset

Management Director

Ron Hunter

Finance Director

and
Secretary

Garry Savage

Business Services
Director

Jenny
Dalton Executive Officer






Management

Board was
advised that Ian Green, who had been co
-
opted in September 2012, had
submitted his resignation from the Board on the grounds of ill health.




Matters Arising

from
the minutes of the
previous meeting

Scottish Housing
Regulator

(SHR)

It was advised that
the SHR had arranged a series of workshops on Governance Matters for Management
Board members.






Rent Setting Options
13/14

Management
Board
was

advised that
the tenant consultation exercise had commenced.





Policies

The
amendments
previously agreed by the Management Board
had been made to the Policy for Dealing
with Contractors Liquidation and Receivership
;

and the Policy for Complying with CDM Regulations 2007.





External Audit Tender

After a competitive process,
Management Board
A
P
PROVED

the appointment of Baker Tilly as the
Association’s External Auditors

䥴f
w慳⁡ls漠
AGREED

that
CHAs previous
external
auditors
would be
contacted to convey the Association’s gratitude for t
桥ir
s敲eic攠e湤
慳sis瑡tc攠ev敲⁴桥eye慲





Chief Executive’s
CIH Welfare Reform
Details were included of

the CIH’s interim findings from the direct payment of benefit projects piloted by six
Report

Report

landlords across the UK.
Potential business implications for Caledonia HA

were included in the report.

T
he Executive Management Team w
as

continuing to consider ways to manage the impact of welfare
reform and
this

would be a key feature of the Association’s future business planning actions.





Muirton Regeneration


Partnersh
ip
Agreement

Management

Board
was updated on progress with a Proposed

Partnership Agreement
to complete the
regeneration of Muirton Housing Estate, Perth





Disciplinar
y
, Emp
loyee
Capability
+

Sickness
Absence
Policies

Management

Board
NOTED

its
previous

recommendations had been incorporated into these policies

and
that
they

had been finalised
.





Abandonment Policy
Statement

Management

Board
NOTED

that this Policy Statement had been reviewed to ensure it
continued to
comply with
procedures
set out in the relevant sections of the Housing (Scotland) Act 2001.





Policy for Monitoring
Variations on Contract
Works

Management

Board
APPROVED

the recommendation to delete this policy from the list of approved
policies, subject to the guidance contained therein being added to the procedure guide for development
contracts.




Management
Accounts to 31
December 201
2


The Management Board received
a general overview of the financial performance of the Association based
on the nine month Management Accounts




Business
Performance Report


T
he Business Performance Report for the period 1 April to 31 December

was presented to the Management
B
oard.
The performance figure for Void Offers was slightly above the target figure. Th
is was attributable
largely to
one amenity property
with specific characteristics which made it difficult to let
.
T
he Arrears
Performanc
e Figures continued to be above target.
T
his was partially caused by delays in receiving
payment of housing benefit that resulted in a significant amount of technical arrears. When this was taken
into account, the outturn performance was close to target.






Reactive Repairs
performance
figures were below target
, attributable to one specific contractor’s
performance. These issues were actively being discussed with the contractor. Planned maintenance spend,
and particularly the impact of heating system
s

installation, was attributable to delays in securing access for
new locations to gas networks





Development and
Planned Maintenance
Report

Affordable

Rented
Housing
Programme

Management

Board was advised that the Scottish Government had confirmed subsidy funding would be
made available for
the Highland area development programme.





Planned Maintenance
Programme 2012/13

The Planned Maintenance Team w
as

considering options available to

improve energy efficiency at Aldour
Gardens, Pitlochry and a full Asset Management Options Appraisal would be undertaken prior to
progressing
the project
.

T
his situation would recur at
all future heating replacement locations
where there were no gas
mains
;

and all such
projects

would require full Options Appraisals before progressing.




Purchase
Recommendation


Westercraigs Site 2B,
Inverness


Having been advised of the Discounted Cashflow for this project, Management

Board
APPROVED

the
purchase of th
is
site, subject to receiving an independent valuation confirming the proposed purchase price
for the site and values for the shared equity properties.

The Board also
APPROVED

the subsequent
development of the site, subject to receiving an acceptable offer

of public subsidy from the Scottish
Government.




Data Protection
Policy


Management Board
APPROVED

the Data Protection Policy

and was advised that
briefing sessions for staff
would be carried out during 2013.




Asset Management
and Development
Strategy


Management
B
oard received a presentation on the document including

the key issues.
T
he document
would also be considered by the Tenants Steering Group at their next meeting
;

and any
comments
would be
reported back to the Management Board.

The Ma
nagement Board
APPROVED

the Asset Management and
Development Strategy subject to any amendments arising from the Tenants Steering Group’s comments.




Merger and
Integration Plan
Progress Update


Management Board
NOTED

the
good
progress being made
in
integrating the Association’s business
systems following the merger of October 2011