ࡱ> #` *bjbjmm .x"FFFFFFFZMMMMNZ"O"O"O"O"OPPPlnnnnnn$hGFuSOPuSuSFF"O"OoToToTuS.F"OF"OloTuSloToT~8FF"OO MSFX\<S|F$PPoTQRfPPPeT PPPuSuSuSuSZZCL$ZZLZZZFFFFFF YORK HOUSING ASSOCIATION MINUTES of a meeting of the Board of the Association held on Thursday 16 July 2009 at York Housing Association, 2 Alpha Court, Monks Cross Drive, Huntington, York at 6.00pm There was a pre-Board presentation by Chris Root on Equality and Diversity. PRESENT: Board: Jolyon Harrison (Chair), Rick Elliott (RE), Maureen OHare (MO), Christine Burgess (CB), Elspeth Harrow (EH) and Ruth Brigham (RB). Staff: John Gilham (D&PD), Christine Storrs (CE), Kate Spencer (KS) and Paul Roberts (FD) Minute Taker: Kate Spencer (KS) Action by1.APOLOGIES Apologies were received from Peter Lumley (PL), Neil Townend (NT), Nigel Craddock (NC), Penny Stafford (PS), Abdul Rashid (AR) and Peter Francis (PF). 2.MINUTES OF THE PREVIOUS MEETING HELD ON 21.5.09 The minutes were accepted as a true record of the meeting and signed by the Chair. 3. MATTERS ARISING Driving Policy The CE confirmed that the Driving Policy had been amended in the light of comments made at the last meeting. The Policy has been taken back to the Joint Consultative Committee (JCC) and the Policy comes into immediate effect. Arc Light Management Agreement The D&PD confirmed that the wording of the Management Agreement has been agreed and the only issues outstanding are the Appendices relating to Repairs and Maintenance. Additional information is currently awaited from Arc Light. 4. 5.  REPORTS FROM COMMITTEES Performance Committee Minutes 4.6.09 RE gave an overview of the meeting, noting in particular; The position in relation to current tenant arrears is good, the adjusted figure (arrears after the deduction of Housing Benefit) is below target. Voids are fine apart from students and PSL properties The Annual PIs for Board Membership show an under representation in two groups younger people and women. This will be borne in mind when Board recruitment takes place. Committee was pleased to receive the annual narrative report on Supported Housing which illustrated significant work in this area of the business. The report also highlighted risks because of the funding changes, RE also noted that the Personalisation agenda could also present a further risk. The HR annual narrative report highlighted that turnover had dropped back to a normal level. Sickness absence was reducing. CHIEF EXECUTIVES REPORT The CE gave an overview of the report with the following being highlighted; In addition to the press and PR report, a picture of a YHA Neighbours Day event had also been featured in a European publication. The Association won two out of the three awards for schemes at the York Design Award event that week, for the Boundary Close development and Arc Light. New display boards and marketing folders had been produced and these were available at the AGM. The AGM had proved to be a successful event with good attendance from stakeholders and tenants. Jolyon had agreed to be a judge at the Staff Away Day, additional judges are required and Board members are encouraged to contact the CE if they can be available on 10 September. The date for the Tenant Event has been set for 21 September. Board Members who have agreed to be Tenant Involvement Champions have been informed but all Board members are encouraged to attend. Staff have been preparing for taking on the Discus Extra Care scheme by visiting a number of schemes and learning from best practice elsewhere. Board members who have put themselves forward as Champions will be contacted as and when relevant pieces of work come up.6. 7. 8. 9. 10. 11. 12. 13.  10.1 10.2 11.1 11.2DEVELOPMENT UPDATE The D&PD confirmed that negotiations are continuing with the Architect with regard to our claim in respect of delays and work incorrectly specified on the Arc Light scheme. Although the future of the CoYC PSL scheme is uncertain, discussions are taking place with other local authorities. There is currently a 3 week delay on the PGH scheme due to difficulties with Yorkshire Water. The property at Olive Walk, Harrogate, has been taken off the market. The D&PD has asked Harrogate Council whether it would be sensible for the Association to withdraw from this learning disabilities scheme as another provider had also proposed a new build scheme. He is currently awaiting their confirmation pending the outcome of an internal meeting. The HCA had insisted that we bid now for the Tang Hall scheme, before the title and planning information had been finalised. The Barmby Avenue scheme is now completed, with two of the three tenants having moved in. With regard to the future possibilities, we are currently in discussion with Scarborough Borough Council about their plans for the regeneration of their Castle Ward. Possibilities include management or purchase and repair. We are currently evaluating our continued involvement in the East Riding learning disabilities schemes in light of our current and future financial commitments. MAJOR REPAIRS/ASSET MANAGEMENT REVIEW The CE explained that the D&PD and FD had been looking at the Associations future commitments in terms of major repairs expenditure. The FD had also carried out some further analysis of day to day repairs expenditure but more work was needed. This information would help inform decisions regarding capacity for investing in current stock and future development. The FD has started discussions with lenders. The Chair welcomed this piece of work stating that it was fundamental to the running of the business and planning for the future. It was confirmed that the appraisals would come back to Board. RE asked if this would include a costed long term major repairs programme and the CE confirmed that this would be the case. MONITORING BOARD AWAY DAY ACTION PLAN The CE confirmed that she is discussing the content of the Pocket Guide with PL. The other actions are tied up with the review of the Business Plan which will commence in September. PROPOSED CHANGES TO PENSION ARRANGEMENTS The CE confirmed the process for reviewing pension arrangements and advised that dates have been set for staff briefings. She stated that all RSLs in Yorkshire and Humber are putting together a spreadsheet of what they intend doing, or their current thinking, in terms of pension arrangements for their staff and this will be considered by the working group before making their recommendation to Board. She also confirmed that the Pensions Trust have written to all members providing an update. POLICY AND STRATEGY Fraud Policy The FD presented the updated Fraud Policy which addressed concerns raised about the previous Draft Fraud Policy. He explained that this also included a Fraud Response Plan which had been something that was recommended by Internal Audit. Board members agreed that this was a comprehensive document. Board approved the Fraud Policy Treasury Policy The FD confirmed that he is in discussion with the consultants Beha Williams Norman who are in the process of drawing up a prospectus for potential lenders. He also confirmed that the balance between fixed and variable interest rates has also been restored. GOVERNANCE AND REGULATION Shareholders Association Membership The CE confirmed that approval was needed to remove three Shareholders from the list and to add Diana Robertson as a Shareholder. Board approved the Shareholder Changes The CE also advised Board that Sandra Hutton, Shareholder and previous Chair of the Board had recently died. NHF The Bulletin The CE advised that inclusion of The Bulletin in Board papers was a way of keeping Board members up to date with issues affecting social housing. However, in future the CE Report would include key issues, pointing to relevant articles in the Bulletin. She highlighted two current issues, the first being the legal judgement which deemed London and Quadrant Housing Association to be a Public Body. This has implications for the whole sector, particularly in relation to the Freedom of Information Act. London and Quadrant are currently considering appealing this decision. The second issue relates to the proposal to disband Local Authority Housing Revenue Accounts which again could have implications for Housing Associations. ANY OTHER BUSINESS There was no other business to report. DATE OF NEXT MEETING 24 September 2009  decisions10.1Board approved the Fraud Policy11.1Board approved the Shareholder Changes Sandra Parker PA/Committee secretary board member "5<VWhmo  ' ( i    " / H R S W b 1 Xwxz  񶫶!hz5B*OJQJ\^Jphh;5OJQJ^Jh;B*phh;OJQJ\^Jh;OJQJ^Jh;B*OJQJ\^Jphh;5B*OJQJ^Jph!h;5B*OJQJ\^Jphh;B*OJQJ^Jph5W  ! 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