PRESENT: IN ATTENDANCE

testyechinoidManagement

Nov 18, 2013 (3 years and 6 months ago)

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Page no.
1

19 November 2013

MARYHILL HOUSING ASSOCIATION LIMITED



Minutes of the Board Meeting

held on Tuesday

7
th
May

2013 at 6.00 p.m
.

In the Association’s office at 45 Garrioch Road, Glasgow, G20 8TG



PRESENT:





IN ATTENDANCE

Lorain MacKinnon, Chair



Willy Briody, CE
O

Catherine Stylianou




Angela Cameron, DHS

David

Brophy




Margaret Reid, Investment Manager

John Brown





Donna Birrell,

DD&R


Isabella McTaggart




Lilian McPake, Minute
-
taker


Brian Trearty





Emma Williamson
-

Shadowing

Les Currie





Roger Popplewel
l



1.0

OFFICE SAFETY PROCEDURES INCLUDING BOARD/STAFF HOME
SAFELY


1.1

Fire Safety



The main exits and assembly point was pointed out in the case
of fire.


1.2

Leaving the office



The staff member responsible for locking up is the Chief
Executive. For safety reasons Board members were asked not to leave the
office unless accompanied by a staff member to lock the door behind them.


1.3

Getting home safely



Arrangements were mad
e to ensure that everyone
present at the meeting would get home safely.



2.0

APOLOGIES



2.1

Apologies were received from Sandra Blair, Cllr. Razaq, Edith Ward and
Eleanor Brown.



3.0

PRESENTATION BY ALAN KENNEDY FROM THE KNOWLEDGE
PARTNERSHIP


3.1

The
Chief Executive

Officer

introduced Alan Kennedy from The Knowledge
Partnership who gave a Powerpoint presentation on Tenants and Owner
Satisfaction Survey covering a wide range of issues. The

Board had
previously received a copy of the survey
results
for
their information.



3.2

The Chair thanked Mr. Kennedy for the presentation and he left the meeting.


NOTE:

It was arranged that the DD&R would leave after item 11.


Page no.
2

19 November 2013


4.0

DECLARATION OF INTERESTS


4.1

None.



5.0

ADOPTION OF FULL BOARD MEETING MINUTES

26
th

March and 2
nd

April

2013


5.1

The

minutes of
26
th

March 2013

were read ad accepted. Moved by
Catherine
Stylianou

and seconded by
Isabella McTaggart
.


5.2

The minutes of
2
nd

April
2013

were read ad accepted. Moved by
Lorain
MacKinnon

and seconded by Isabella McTaggart.



6.0

MATTERS ARISING


6.1

26
th

March 2013 there were no matters arising.


6.2

2
nd

April 2013 there were not matters arising except that Brian Trearty’s
apologies were missing.



7.0

CORRESPONDENCE


7.1

No corresponde
nce had been received.



8.0

RISK MANAGEMENT


8.1

Nothing to report.



9.0

DEVELOPMENT AND REGENERATION


9.1

General Report 8(a)


The DD&R referred the Board to

a small amendment in the Community
Improvement Fund Policy
page 4, paragraph three, last
sentence which
should read “Final decision will be made by the Director of Development &
Regeneration

.


This report was approved by the Board m
oved by Is
a
bella McTaggart and
seconded by Lorain MacKinnon.


9.2

All other reports were for information.




Page no.
3

19 November 2013

10.
0

HOUSING SERVICES


10.1


Asset Management Strategy



The Investment Manager outlined the Asset Management Strategy and
advised that the actions contained within the strategy are those within the
Internal Management Plan. The CEO advised the Bo
ard that the Asset
Management Strategy will now form part of the Internal Management Plan as
requested by the Board.


Roger Popperwell

advised that the strategy was not an action plan and that
an action plan was required as all priorities could not be covered at the same
time. He advised that the Investment Manager would require to set clear
targets for the new staff. The Investment Mana
ger advised that this was
intended and agreed timescales are required. She also advised as the Asset
Management Strategy covers all areas (Cyclical, Planned, SHQS, Stock
Condition etc.) means that the issues identified are all priorities. She also
advised
that in relation to the development of an Asset Management database
there is a plan and that one of the new staff member’s immediate priorities will
be to develop a detailed Project Plan. She advised that this is not possible at
present without actually un
dertaking the work (sample analysis etc) required
to do the plan.


Board asked if the Association is in a position to validate SHQS and how this
would be reflected in the APSR. She advised that we are currently not able to
validate SHQS and that she is in

the process of confirming this fact within the
APSR and that this is the honest current position.


The plan is to review existing data in detail (further information has been
requested from Armours in this regard) and in the short term to identify a
rob
ust sampling strategy for further stock condition update which will enable
us to identify where we are in relation to SHQS. At the moment around 499
surveys were carried out in what was a Survey predominantly for valuation
purposes. The outcome of this sur
vey is that there were 19 property failures
but KBRs for example did not feature in this assessment and from current
inspection many do not meet requirements in relation to minimum number of
sockets/ storage capacity etc. There is a requirement therefore t
o have robust
up to date information on both stock condition and energy efficiency. The
Investment Manager confirmed it would take at least 2 years to get to 85%
survey.


Investment Manager advised that we have started to build up our data
(properties, co
mponents, lifecycles etc) but obviously there is a lot still to do.


A Board member asked if she had been in touch with the Scottish Housing
Regulator. She responded no that she personally has not been in touch with
the Regulator since she met with them
in September and advised them of the
position at that stage.


Page no.
4

19 November 2013

Investment Manager advised that the focus was on getting the current
programme delivered which includes SHQS works. Les Currie referred to a
contract regarding walls in Ruchill which has been a
pproved but the work has
never been started.


He advised that the project had been tendered, a
contractor identified and was ready to start on site. Investment Manager
advised that the project was in the programme for this financial year but to her
knowled
ge it had not been tendered previously. Investment Manager will
investigate this.


10.2


Void Performance March 2013


10.2.1

The DHS covered this report.


10.2.2

Asking how the Association priorities cases of bedroom tax for two plus
bedrooms the DHS
explained tenants currently are awarded under
-
occupation
points and that bedroom tax ‘awards’ are being reviewed under Allocations
Policy due to come to the Board shortly.


10.3

Arrears Performance Report March 2013


10.3.1

The DHS covered her report.


10.
3.2

Discussion on rent arrears and
how associations should be

active in collecting
arrears with t
he Bedroom
Tax and universal credits being implemented these
will have a large impact on arrears.
The
DHS explained that
work on the
bedroom tax project shoul
d be completed shortly and then
the Income
Management Team
will be a
ble to

concentrate on arrears

management
.


10.4

Eviction Not
ice Case Ref 6198


The eviction notice
was tabled and the Board were asked if the information
was sufficient
.

It was agreed the report information was adequate for
decision making.


The Board approved the eviction, moved by
two Board members.


10.5

Lettings Report

to 31/03/13


This report was for information.


10.6

Investment Expenditure Report



This report wa
s for information.


10.7

Gas Safety Performance Report



This report was for information.




Page no.
5

19 November 2013

10.8

Property Maintenance Report


This report was for information.



11.0

CORPORATE SERVICES


11.1

HR Report


11.1.1

This was noted and section 6 was discussed.


11.1.2

Staff were asked to leave the meeting except for The CE
O

and DD&R.



11.1.3

Based on a report from the DD&R the Tenant Participation Officer’s post was
reg
r
aded from a grade 7 to a grade 8 with the approval of the Board.


Staff returned at 7.45.


1
1.2

The Board were asked for

approval
to fill two posts

part
-
time posts
.


The Board
approved the two p
a
rt
-
time posts, moved by Isa
bella McTaggart
and seconded by Lorain MacKinnon.


11.2

Recharge Repairs


11.2.1

The Board agreed to write off a sum in relat
ion to recharge
able

repairs. This is
where
the Association

feel the repairs are a result of customer neglect or
damage, and they have failed to pay. Our policy and procedures are being
reviewed in this area, and a member of staff now ha
s

the responsibility to
pursue these charges.


11.2.2 The Board w
as

asked to consider writing
-
off rechargeable repairs in the
amount of £88,849.45. Some of these repairs are where tenants have not
signed for chargeable repairs and it was agreed in future

to get tenants to sign
for chargeable repairs before work is carried out.


11.2.3 The
Income Management Te
am do not deal with charged rep
airs it will be
repairs and finance who will deal with rechargeable repairs.


Approved by the B
oard
for the amount
of £
88,849.45

to be written
-
off, m
oved
by Lorain MacKinno
n and seconded by Isa
bella McTaggart.



12.0

CHIEF EXEC
UTIVE



12.1

Oganisational Review Group


12.1.1

The CE
O

explained the purpose of this report is to review the organisation
from the perspective of group or team meetings, their nature, remit etc.
The
Page no.
6

19 November 2013

Board requires the dates of RTO
Forum
meetings to
allow the Board to
forge
relationship
s

with these groups.


1
2.1.2

A
Board member asked if debrief me
etings take

place after
meetings allowing
information to
cascad
e to other staff.

It was agreed to issue a briefing report
to all staff after
Board
meetings.


12.1.3

The Board
would like staff to be aware of w
hat the

Board is for and wh
at it
do
e
s
.

The Board has a governing function and the Management Team ha
s

a
management function.


12.
2

Scottish H
ousing Associations
Pension Scheme (SHAPS) Triennial
Actuarial Valuation


12.2.
1

Brian Trearty advised he has a

SHAPS pension in case of conflict of interest.


12.2.2

The CE
O

covered his report

and also made the Board aware he has a
SHAPS pension
.


12.2.3

The Board agreed

to tak
e further
ad
vi
c
e on this issue.

EVH will be providing
support and training on pensions
over the summer. When results are
available

from SHAPS

in June the
Board
will

then

make
a decision

and staff
will be informed.


12.2.4

Working on figures for funders and the SHR will give an idea of what the
impact will be on the Association.


The Board could get advice from EVH in
the first instance. Housing associations are using financial consultants for
guidance. David Brophy will contact EVH for information for the next Board
meeting.


12.3

Internal Audit Strategic and Annual Plan


12.3.1

It was agreed to approve the Plan and increase the number of audit days from
18 to 30

days.



The Board gave their approval, moved by Les Currie and seconded by Lorain
MacKinnon.


12.4

March Performance Report


12.4.1The Board were asked if this rep
ort had sufficient detailed information for their
needs and if they wished monthly or quarterly similar reports. The Board
agreed this report gave an overview and
should be

a number one agenda
item. Discussion took place and some information should be cu
t back
showing a heading and other items require more detail. Ethnicity of
allocations is an item which perhaps could be shown annually.
Environmental
issues could be quarterly. Information on performance against targets would
be more valuable. Cross r
eference with maintenance costs against budget.
A narrative report with stats on key points would be useful.


Page no.
7

19 November 2013

12.4.2

Board members were asked to pass their views

to the CEO

as to what
information could be reduced or increased
.

The CEO advised that a Bo
ard
training plan is currently being implemented.



12.4.
3

Scrutiny for Improvement from TPS Scotland



The Board were asked if they had received information
on the above
previously and if they were interested and Isabella McTaggart
, Catherine
Stylianou and Lorain MacKinnon gave their names. The names will be
passed
to

staff.


12.4.4

The Board were advised that Board training
on HR would now

take place on
Tuesday 18
th

June 2013 at 6.00 p.m. instead of the previous date of 21
st

May.


12.5

SHR Regulation Plan for MHA


12.5
.1

The Association’s engagement with the SHR is medium. The Board
discussed the contents of the plan and it was agreed we should advise the
Regulator of progress against the Plan. They felt this was particularly the

case
in relation to the Regulator’s requirements to provide them with details of our
Scottish Housing Quality Standard strategy and plans.


12.5
.2

A Board member requested another skills audit to be carried out and would
like a copy of the last skills
audit.

The CEO advised that a Board training plan
is currently being implemented.


12.5
.3

The stock survey return carried out in 2011 together with information is not
available and the Investment Manager is in discussion with Armours to obtain
the
information. It is unknown if it was a valuation or SHQS survey.


12.5
.4

In terms of compliance with SHQS the Association is preparing to project
manage all properties
being surveyed

to
allow us to meet
SHQS standards.


12.6

EVH Brief monthly report to m
embers



This was for information only.


12.7

EVH Annual Conference and Exhibition Information



This was for information only.


12.8

SFHA Governing body Members Finance School



This was for information only.



13.0

NEW MEMBERS APPLICATION AND EXECUTION
OF DOCUMENTS


13.1

New Member Application


Page no.
8

19 November 2013


This was approved by the Board, moved by Catherine Stylianou and
seconded by Isabella McTaggart.


13.2

Execution of Documents



This was approved by the Board, moved by Catherine Stylianou and
seconded by Isabella McTaggart.



14
.0

ITEMS ARISING FROM REPORTS FOR INFORMATION




No matters arising.



15
.0

A.O.C.B.



15
.1

Office Access for Board Meetings



A Board member missed the
special Board meeting on 30
th

April 2013 as he
could not gain entry to the building. He feels another method of
communication is necessary to avoid a repeat.


15
.2

IPads for Board Members



A Board member requested computers for all Board members and this

received a favourable response. Costs will be looked at for this purpose.


The meeting finished at this point 9.00 p.m.


Date of next meeting Tuesday 4
th

June 2013 at 6.30 p.m.


LAM/
13
th

May 2013


Chair: …………………………………. Date: ……………………………………