ࡱ> #` 7bjbjmm ./FFFFFFFZ[[[[,.[Z\\\\\]]]$hFb]]bbFF\\/>bbbb"F\F\bbbbf`pFF\\ it,[=b.вD(mH}kb4}}F(]H^b_`]]]b ]]]bbbbZZZP^XZZZ^XZZZFFFFFF YORK HOUSING ASSOCIATION MINUTES of a meeting of the Board of the Association held on Thursday 26 March 2009 at York Housing Association, 2 Alpha Court, Monks Cross Drive, Huntington, York at 6.00pm PRESENT: Board: Jolyon Harrison (Chair), Ruth Brigham (RB), John Hocking (JH), Neil Townend (NT), Rick Elliott (RE), Penny Stafford (PS), Elspeth Harrow (EH), Abdul Rashid (AR), Nigel Craddock (NC), Peter Francis (PF) and Christine Burgess (CB). Staff: John Gilham (D&PD), Christine Storrs (CE), Kate Spencer and Paul Roberts (FD) Minute Taker: Sandra Parker (SP). Action by1.APOLOGIES Joanne Crossley (JC), Peter Lumley (PL) and Maureen OHare (MO). The Chair expressed his condolences on the passing away of Paul Clark, giving a tribute to Pauls work as a co-optee to the Board of the Association. The CE advised that she had written to Pauls family and that she and MO had attended Pauls funeral on behalf of the Association. A short period of silence was observed as a sign of respect. 2.MINUTES OF PREVIOUS MEETING HELD 29.01.09 Page 7 item 6. The number of customers increasing to 150 by 2011 should have read increasing by 150. With this point noted the minutes were agreed as a correct record of the meeting and signed by the Chair. AR entered the meeting.  3. MATTERS ARISING There were no matters arising to report against. 4. 5. MINUTES OF THE PERFORMANCE COMMITTEE 26.02.09 The Chair gave an overview of the meeting in the absence of RE, the Chair of the Performance Committee. Performance Committee had approved the write off of the bad debt 9091.67. Void losses related mainly to Kealia Court, Scarborough and student lets. Staff sickness was still an issue that needs close monitoring. 2000 repairs approx. had been carried out in the year which equates to 1 an hour. The OD confirmed that all contractors had been contacted and individual meetings are being arranged to discuss re-negotiating their hourly rates in response to the current financial climate and also to generally try to achieve better value for money. She confirmed that had Barratts had been contacted, but unfortunately had declined to provide information on percentage reduction to their sub contractors because they regarded this information as commercially sensitive. CHIEF EXECUTIVES REPORT The CE gave an overview of the report with the following being noted: New Business A tender for NE Lincolnshire Council will be submitted Friday 27.03.09. This will be a support service for the BME community, initially for one year starting April/ May. The two tender submissions in North Lincolnshire were unsuccessful. We received constructive feedback, the contracts went to the existing service providers who put in cheaper prices than their previous contract. Discussions with East Riding of Yorkshire council continue re EDMOs (Empty Dwelling Management Orders) with the financial arrangements being confirmed. Discus The first bungalows will be ready for tenants by Christmas 2009. Our Housing Officer is carrying out joint visits to all tenants with the CoYC to ensure a smooth transition into their new homes. Development meetings continue to run with focus being made on the Management agreement and common service standards. JH advised that an article had been published in Inside Housing which had not mentioned YHA or Fabrick. NT noted that press articles refer to Discus and suggested this should be changed as many do not know what Discus is. Press and PR/Marketing AGM invitations will be sent out in May. Website Review A suggestion board for ideas to be included in the new website is located in the Board room. Making Safe Project The OD advised that consultation with Yorkshire Housing, North Yorkshire Police and Foundation Housing has taken place to help set up a Making Safe Scheme in York. The aim of the project is to remove male perpetrators of domestic abuse from the family home and place them in temporary accommodation. The Chair asked whether the scheme would also be available to female perpetrators and the OD explained this had been discussed and it had been agreed that although this would have been the ideal situation, resources were limited and the priority was to get the scheme off the ground. Therefore as there are currently a greater number of male perpetrators, the scheme would start as a male only project. RE entered the meeting. Kealia Court The CE advised that the table showed an encouraging picture with the majority of tenants moving on in a positive way. The D&PD is currently finalising the renewal of a new 3 year lease and the work on the fire alarm system is underway. Tenants are mainly from the Scarborough area though in the summer months some people from the West Yorkshire area move to the coast and then find themselves in difficulty. The Chair asked if this information could be used as PR to other authorities and be included on the website. Charges To Tuke HA The CE advised that Tuke HA held a committee meeting last night where they had discussed the charge increase in private once YHA staff members had left. Both the YHA and Tuke budgets include the increase. They were first notified in November 2008. Arc Light Management arrangements are almost finalised. Customer Involvement/Satisfaction PS queried the new Support Customer Panel and whether it was necessary to have a separate group. The OD said this was a new initiative to ensure customers who receive support but are not tenants are able to have a say and influence how their service is delivered. The main Customer Panel could discuss the name of that panel at the next meeting. Board Skills Audit The CE advised that the skills audit will be updated shortly.  SP6. 7. 8. DEVELOPMENT UPDATE Boundary Close The possibility of monitoring performance is being investigated with the Good Homes Alliance and other schemes are being looked at to extend the comparisons. Board agreed to submit the scheme to the CoYC York Design Awards 2009 and the Inside Housing Sustainable Homes Scheme awards. Poppleton Gate House The Chair suggested a topping out ceremony at Poppleton Gate House when the roof was finished, which he volunteered to attend. Harrogate Learning Disabilities The D&PD advised that no further news had been received. NT queried the amount of time and money that had been spent already on the scheme. The Chair confirmed that Board and SMT had initiated the work in good faith, unaware until autumn 2008 that there was an alternative scheme being considered and so felt obligated to continue with the potential scheme. Learning Disabilities/Tang Hall The scheme is now proceeding to the planning application stage. Transfer from Dimensions Legal documents still being finalised. Discus Section 106 for St Anns site completed and enough planning permission conditions have been granted to allow work on site to begin. PCT Funding Learning Disabilities Scheme, York A property has been identified at Fulford, an offer accepted and funding received by YHA. MITCHELL CHARLESWORTH AUDIT MEMORANDUM The FD explained the audit memorandum sets out the auditors approach to the forthcoming audit due w/c 30.03.09. The interim audit management letter notes the recommendations raised during the review of the systems. LOAN FACILITY The Treasury Policy limits the number of lenders the Association can borrow from and it is proposed that when new facilities are required, potential lenders shall be authorised by the Chair of the Board and the Chair of the Audit Committee in consultation with the CE and FD. RB advised that using consultants may be an idea and the FD confirmed that he would look into this. Board approved the change to the Treasury Policy to facilitate the use of other potential lenders.  FD 9.POLICY & STRATEGY 9.1.1 9.1.2 9.1.3FRAUD POLICY The FD advised minor updates to the policy had been made to reflect changes from the HC to the TSA. Board queried section 2.3 if fraud or theft is suspected, the police must be notified. It was agreed that SMT should reword this to include an investigation process and to link to the Whistleblowing Policy. Board approved the Fraud Policy subject to the change as detailed above. IT STRATEGY The FD advised the strategy sets out the aspirations and aims of the Association over the next five years. He will reassess the budget to prioritise and ensure actions are fulfilled. Board approved the IT Strategy. EQUALITY AND DIVERSITY STATEMENT AND STRATEGY The CE advised that the Association had been working with consultant, Chris Root to provide staff training and ensure our policies; procedures and working practices are up to date with legislation and best practice. AR asked how the Association meets the E&D objectives, day to day. The CE advised that monitoring is conducted through recruitment, induction, ongoing training, feedback from customers and stakeholders. An annual report is taken to the Performance Committee. The profile of our customers is continually evolving and the Association works hard at reviewing ways of working to ensure the objectives of the E&D strategy are met. PS asked if the title of paragraph 1 of the E&D Statement could be amended to read As an organisation we should aim to meet the following challenges. Board approved the Equality and Diversity Statement and Strategy with the above amendment being made.  SMT FD10.GOVERNANCE AND REGULATION  10.1 10.2 10.3 10.4 10.5REPORT ON THE USE OF THE ASSOCIATIONS SEAL Board noted the use of the Company Seal on the 11.03.09 to transfer deeds for 5 properties to YHA from Dimensions HA. ASSOCIATION MEMBERSHIP Board approved the removal of Paul Clark, deceased, from the register of shareholders. CIRCULATION OF PRESS ARTICLES The CE outlined the current position regarding the arrangements for circulating press articles and offered 3 options for future activity. Board agreed to approve option 1, to arrange for a license to be obtained to enable photocopying of newspaper articles. NHF NORTHERN VOICE The new look policy brief gave information relating to policy developments affecting Housing Associations. NHF THE BULLETIN The bulletin gave information relating to policy developments affecting Housing Associations.  11. 11.1 11.2 11.3 ANY OTHER BUSINESS BOARD MEMBER SEMINAR It was noted that the date of the NHF Board member seminar conflicts with the Board Away Day. PENSIONS The FD advised that the result of the triennial valuation of the scheme was imminent and would be likely to show that the under funding of the scheme has worsened. NT asked if this would impact on the budget going forward. The FD advised that budgets may have to be increased to provide for additional employer contributions. BOARD AWAY DAY The CE reminded Board of the Away Day on the 22 April. 12. DATE OF NEXT MEETING Thursday, 21 May 2009  decisions6.Board agreed to submit the Boundary Close scheme to the CoYC York Design Awards 2009 and the Sustainable Homes Scheme awards. 8.Board approved the amended Treasury Policy.9.1.1Board approved the Fraud Policy subject to an amendment as stated being made.9.1.2Board approved the IT Strategy.9.1.3Board approved the Equality and Diversity Statement and Strategy subject to the amendment as stated being made.10.2Board approved the removal of Paul Clark, deceased from the register of shareholders.10.3Board agreed to approve option 1, to arrange for a license to be obtained to enable photocopying of newspaper articles. 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