ࡱ> #` Dbjbjmm .<FFFFFFFZhhhh,hZ#bjbjbjbjbjAkAkAkbdddddd$hiFn=kAknnFFbjbj>UpUpUpnjFbjFbjbUpnbUpUpzFFbjVj QhnvbP6,H#dooF AklUpl|/m`AkAkAkKp AkAkAk#nnnnZZdd^"gdZZ"gZZZFFFFFF YORK HOUSING ASSOCIATION MINUTES of a meeting of the Board of the Association held on Thursday 21 MAY 2009 at York Housing Association, 2 Alpha Court, Monks Cross Drive, Huntington, York at 6.00pm PRESENT: Board: Jolyon Harrison (Chair), Ruth Brigham (RB), Neil Townend (NT), Rick Elliott (RE), Penny Stafford (PS), Abdul Rashid (AR), Nigel Craddock (NC), Peter Francis (PF), Christine Burgess (CB), Peter Lumley (PL) and Maureen OHare (MO). Staff: John Gilham (D&PD), Christine Storrs (CE), Kate Spencer (KS) and Paul Roberts (FD) Minute Taker: Kate Spencer (KS) Action by1.APOLOGIES Joanne Crossley (JC), Elspeth Harrow (EH) John Hocking (JH) The Chair reported that John Hocking had resigned from the Board with immediate effect, following his appointment at JRHT. It was noted that he had made 3 years valuable contribution to the work of the Association and the CE was asked to write him a letter of thanks.  CE2.MINUTES OF PREVIOUS MEETING HELD 26.3.09 The minutes were accepted as a true record of the meeting and signed by the Chair.  3. MATTERS ARISING RB asked if the management arrangements for Arc Light had been finalised and the OD reported that there were some minor issues outstanding but it was hoped that these would be concluded within the next couple of weeks. RB asked if there was anything further to report on the charges to Tuke Housing Association. The CE reported that she had heard nothing further and the charges would be effective from 1 July.  OD 4. 5. MINUTES OF THE AUDIT COMMITTEE 7.5.09 NC gave an overview of the meeting. CHIEF EXECUTIVES REPORT The CE gave an overview of the report with the following being noted: PLs involvement with the website working group Board Members reminded of the date for Neighbours Day events, all welcome to attend. Judges still needed for YHA in Bloom. RE and RB both stated they could be available. Work in hand to improve services to tenants. Award of BME support contract in North East Lincs. YHA has been shortlisted for a new floating support service to Owner Occupiers in Yorks. The North Lincs BME Support Service has been shortlisted for NHF What we are Proud of Awards. Staff will be doing a presentation at an event on Saturday 6 June which will be evaluated as part of the judging process. It is hoped that some of the service users will be involved in the presentation. Self assessment against Audit Commission Key Lines of Enquiry (KLOEs) as part of preparation for Short Notice Inspection. Reminder for Deaf Awareness Session taking place in the office on 17 June Suggestion of Board Champions for various subject areas. Board members are encouraged to consider how their skills and experience might lend themselves to particular activities. RB asked for clarification about the cost of the service charge for warden call equipment. The OD stated that tenants pay a service charge, a proportion of which is paid to Ryecare and the remainder for the maintenance contract for repairs. The maintenance contract charge will increase because it had been held at an artificially low level for the past few years and this could not be sustained. CB asked about the cost and disruption to tenants and the OD explained that Tunstall had confirmed that the equipment would be sited in the same place causing no disturbance to decorations. The service to tenants will be much enhanced with the ability to carry out additional monitoring of vulnerable tenants. All tenants would be able to have a pendant or wristband, whereas presently the systems can only cope with a certain number. The increased service charge will need to be passed on to tenants, anyone in receipt of HB will continue to have their service charge covered. Those not receiving Benefits will be given the opportunity to discuss their finances with their Housing Officer to see if they require help to make a claim.  6. 7. 8. 9. 10. 11. 12. 13. 14. DEVELOPMENT UPDATE Boundary Close A bid has been submitted for funding to carry out monitoring and we are waiting to hear whether this has been successful. The scheme has been submitted for two awards, these being the York Design Award and an Inside Housing Award. We are waiting to hear the outcome. Poppleton Gate House The scheme is progressing well. The CE has contacted Peter Marsh and is waiting to hear whether he is willing to be part of a ceremony on the day of the AGM. Board members are welcome to attend but will need to let the CE know in advance so that hard hats and boots can be organised. The contractor has purchased a weather vane for the ceremony. Harrogate Learning Disabilities The HCA want a scheme with affordable rents and full wheelchair standard and this will not work on the scheme we propose, therefore the alternative of a new build scheme by another Association is likely to go ahead. Tang Hall The D&PD tabled plans pointing out the generous sizes of the properties, due to the need to provide full wheelchair standard. He explained that SMT were happy with the internal layout but had concerns about the proposal for a flat roof. The architect had proposed a flat roof because the scheme is surrounded on all sides by existing houses which are in close proximity and also because a Sedum roof would help with achieving Code for Sustainable Homes Level 3. However he was being asked to look at this again. PS asked whether any advocacy groups were being contacted regarding the scheme and suggested two organisations. She also stated that she may be able to offer some advice about internal layouts and the D&PD confirmed that he will contact her. RB asked if the bins could be sited nearer to the garages rather than backing onto neighbouring properties. Dimensions Properties Transfer has not taken place yet. Discus Discussions under way with TVHG with regard to the Partnership Agreement. Contractors on site and asbestos removal underway. First foundations to be dug during June and JH suggested this could be a good photo opportunity for local politicians, Barmby Close, Fulford The scheme is due to be completed by mid July. An open afternoon will be organised for Board members, IMPAIRMENT REVIEW The FD explained that an Impairment Review is an accounting process carried out at the end of the financial year to ensure that assets are reasonably valued.. RB queried the year end loan balance and the FD explained that the figure was taken from the 2007 accounts and was for the total loans outstanding. Board approved the Impairment Review. INTERNAL CONTROLS ASSURANCE The CE explained that the report was to give Board assurance that the Association has in place a variety of internal controls to respond appropriately to any risks. AR asked how it compared to previous years and the CE explained that the main change is the work that has been carried out on Risk during the year. Board approved the Internal Controls report. ACCOUNTS It was explained that the accounts had been to audit committee on 7 May and were recommended to Board for approval. NC referred to the Audit Committee minutes and stated that the Committee had been given a thorough review of the accounts by the Auditors. He pointed out that they were an unqualified set of accounts and the Auditors considered the business to be a going concern. Board approved the 2008 accounts. AUDITORS MANAGEMENT LETTER, YHA REPLY, LETTER OF REPRESENTATION The FD explained that the Auditors Management Letter summarises points the Auditors wish to bring to the Associations attention. The Auditors were happy with the accounts and YHAs reply had been approved by Audit Committee. The Letter of Representation is the Auditors seeking assurances and once signed by the Association, all documentation is copied to the TSA. Board approved the YHA reply and signing of the Letter of Representation and wished to pass on thanks to Paul and his team and the new Auditors. BORROWING FACILITIES Board noted the paper on the next drawdown from Newcastle Building Society and approved the signing of the Drawdown Notice. The FD advised that three consultants had been approached asking for their proposals and costs for providing advice on treasury matters. The quotes were included in the papers for consideration by Board. Board members asked for the FDs views on the proposals and he stated that his preference would be to work with either Tribal or Enterprise BWNL because he felt their proposals were more comprehensive. He confirmed that the costs could be capitalised. Board members felt that this was an operational decision and were happy for the FD to engage the company he felt would provide the best advice. REVIEW OF CONTRACTORS HOURLY RATES The OD explained that contractors had been approached to reconsider their hourly rates, in the context of the current financial climate. There had been a positive response from some contractors and the results of the exercise were set out in the table attached to the papers. Once all responses were received SMT would decide on an appropriate price band for each trade and any contractors charging above this would be replaced. Board noted the report and were pleased to see this exercise being carried out as part of the value for money strategy on repairs. REGULATORY AND STATISTICAL RETURN The low number of lettings recorded on the RSR was queried and the OD explained that student and PSL housing was not included. Board approved the RSR for submission. PROPOSED CHANGES TO PENSION ARRANGEMENTS The CE suggested convening a small working party, which would include up to three Board members. A working party including The Chair, PL and NT had met last time changes were discussed. The Chair and PL confirmed they would be willing to be part of a working group and the CE will contact NT.  BOARD15.POLICY & STRATEGY  15.1 15.2 15.3Review of existing policies/procedures and Strategies Health and Safety Policy and Manual Annual Review Board were asked to approve the annual changes to the Health and Safety Policy and to approve the new driving policy. The Chair pointed out that there were a number of areas that needed clarification in the Driving Policy, such as whether staff were expected to produce documents annually, or whether a reminder would be sent round, who would hold records etc. Also, the section on company van stated that the main driver needed to complete an on line driving assessment but it should be made clear they need to pass the assessment. The OD agreed to take the policy back and either include these changes as part of the policy or in a separate written procedure. RB stated that there were a number of amendments needed to the main Health and Safety Policy and provided details to the OD. Subject to the changes being made the Health and Safety Policy and Driving Policy were approved. Equality and Diversity Action and Outcome Plan The CE explained how the new E&D Action and Outcome Plan followed on from the work carried out earlier in the year on the Equality and Diversity Policy Statement and Strategy and would help to demonstrate that the Association is meeting Best Practice. It was suggested that the work with male perpetrators of Domestic Violence should be acknowledged as an action. Subject to this addition, the E&D Action and Outcome Plan was approved. An annual update will be provided to Board. Property Development Strategy Board approved delaying the review of the Property Development Strategy until both further loan finance had been agreed and the review of the planned maintenance programme had been completed.  OD 16.GOVERNANCE AND REGULATION 16.1 16.2 16.3 16.4 16.5 16.6Report on the use of the Associations Seal Board noted the report on the use of the Company Seal for the Transfer Deed for 13 Barmby Avenue, York. Report on the use of Delegated Authority Board approved Officers delegated authority in respect of signing the wayleave agreement for new BT cabling at Poppleton Gate House and agreeing the HCA funding conditions to receive Social Housing Grant. Compliance Statement The CE explained that although it is no longer necessary for the Association to complete the Compliance Statement, she considered it good practice to keep the Board updated with regard to compliance with the Regulatory Code. This document would be produced bi annually. She also confirmed that the TSA is likely to produce a new set of Standards and these would be reported on in due course. Board approved the Compliance Statement. Action Plan from Board Away Day It was explained that Committee Chairs and SMT had met prior to the meeting to go through the Action Plan and suggested that each issue was taken forward in the following way; Value for Money SMT would draw up an appropriate strategy, which would include Benchmarking, self assessment against KLOE etc. This item to be reported to Performance Committee. Facts and Figures Note Pocket Guide to be taken forward by CE Board Composition Target Report to Performance Committee in June Financial Briefing to Board To be held as September pre Board session Review of Stock Condition Survey Data report to be prepared for July Board Issues for Business Plan Review to be included in revised Business Plan April 2010 version. Review to start in September. 7, 8 and 9 to be included as part of the Business Plan review, with progress being reported to Board meetings. It was agreed that progress against these action points would be discussed at each Board meeting. Board members agreed the approach to taking forward the action points arising out of the Board Away Day. NHF The Bulletin This document was noted. NHF Northern Voice This document was noted.  17. ANY OTHER BUSINESS The Chair stated that the Case Studies made good reading. There was no other business.  18. DATE OF NEXT MEETING 16 July 2009  decisions7.Board approved the Impairment Review. 8.Board approved the Internal Controls report.9.Board approved the 2008 accounts.10.Board approved the YHA reply and signing of the Letter of Representation11.Board noted the paper on the next drawdown from Newcastle Building Society and approved the signing of the Drawdown Notice.13.Board approved the RSR for submission.15.1Subject to the changes being made the Health and Safety Policy and Driving Policy were approved.15.2Subject to the addition noted above, the E&D Action and Outcome Plan was approved. An annual update will be provided to Board.15.3Board approved delaying the review of the Property Development Strategy until both further loan finance had been agreed and the review of the planned maintenance programme had been completed.16.2Board approved Officers delegated authority in respect of signing the wayleave agreement for new BT cabling at Poppleton Gate House and agreeing the HCA funding conditions to receive Social Housing Grant.16.3Board approved the Compliance Statement. Sandra Parker PA/Committee secretary board member "5<VWgln? 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