ࡱ> #` Abjbjmm .9       *g*g*g*g$Ngd3hhhhhiiirtttttt$Ƕh/ ~oii~o~o  hh>rrr~o: h hrr~orrr  ~hh pC)*go.f6H3ol~ ~(i5k&r[lGm7iiir iii3~o~o~o~o$B \edB e       YORK HOUSING ASSOCIATION MINUTES of a meeting of the Board of the Association held on Thursday 29 January 2009 at York Housing Association, 2 Alpha Court, Monks Cross Drive, Huntington, York at 6.00pm PRESENT: Board: Jolyon Harrison (Chair), Maureen OHare (MO), Ruth Brigham (RB), John Hocking (JH), Neil Townend (NT), Peter Lumley (PL), Rick Elliott (RE), Paul Clark (PC), Penny Stafford (PS) and Elspeth Harrow (EH). Staff: John Gilham (D&PD), Christine Storrs (CE) and Paul Roberts (FD) Minute Taker: Sandra Parker (SP). Marc Porritt-Allison from Crombie Wilkinson Solicitors gave a presentation before the meeting to outline issues relating to Corporate Manslaughter H&S legislation. Action by1.APOLOGIES Joanne Crossley (JC), Abdul Rashid (AR), Nigel Craddock (NC), Peter Francis (PF), Christine Burgess (CB) and Kate Spencer (OD). 2.MINUTES OF PREVIOUS MEETING HELD 11.12.08 Page 5 The End of an Era The minutes state the National Housing Federation and the Housing Corporation this should have read the Housing Corporation only. Quality Management Systems NT advised that he has experience of quality management systems and would be willing to assist. With these points noted the minutes were agreed as a correct record of the meeting and signed by the Chair.  3. MATTERS ARISING 3.1 Student Let Start Dates The CE advised that start dates of student lets had been discussed at the December meeting as our leases begin later than private landlords who let in January. The Association has future tenants lined up by April and offers existing tenants the opportunity to renew their leases (although this is not guaranteed). The CE stated that during 2010 there will be a review of the student letting procedure to take into account private landlord letting dates. 3.2 Designated Reserves The FD advised that this paper had previously been taken to the October Board meeting and the decision had been postponed in the absence of the FD. The FD advised that the designated reserves should be transferred back into the main revenue reserves. This matter was raised in the External Auditors Management Letter and will bring the Association in line with the 2008 SORP. The Board approved that the Association ceases to designate reserves for specific purposes, and transfers current balances back to the revenue reserves.  4.CHIEF EXECUTIVES REPORT The CE gave an overview of the report with the following being noted: New Business The CE advised that one of the two tenders submitted to North Lincolnshire council was unsuccessful and the Association awaits news on the second tender. Press and PR/Marketing New marketing materials that will be commissioned during 2009/10 will take into account the findings from the Stakeholders Survey. Website Review A Website Development group has been formed including PL and PC. IT Month The three workshop events held in January were well attended by staff; unfortunately board members were unable to come along. Staff have fedback that these were worthwhile, triggering interest in further training. SMT are currently looking into funding (available through the LSC) on the Train to Gain scheme, to support its training programme. Audit Commission Short Notice Inspections Performance of the Association would be measured against the KLOEs and inspections would focus on 3 areas of perceived weakness. If selected for an inspection the Association would receive 7 days notice of an inspection and the inspection would last for 3-4 days. SMT are currently looking at areas against the KLOEs where the Association may need to improve. Health and Safety Update The CE explained that due to the absence of the H&S officer there was no H&S report taken to the December Board meeting. A lengthy discussion took place with the Chair asking where the responsibility lies and if there is a schedule where breaches against the H&S procedure are monitored and remedied. He pointed out that if we are to aspire to continuously improve our performance we should have a method of measuring past and current performance so that we could monitor the differences. The CE explained that a systematic procedure is in place with all staff receiving H&S training and monitoring taking place on a day to day basis. Kirsty Dixon is the officer responsible for H&S and she holds a NEBOSH certificate. Minor breaches are dealt with and noted through 1to1 supervision with line managers. If there were regular breaches these would then be taken up by line managers, Director and then SMT, and appropriate action taken. The CE report includes regular updates to Board on Accidents, Fire Drills, PAT testing and Risk Assessments. The Health and Safety policy is reviewed annually by the Board. The Risk Map (approved 17.07.08) details the monitoring, probability and impact against high level risks (discussed at the Board Away Day in April 2008). The Audit Committee review the Risk Map and Performance Committee are updated annually on a range of H&S performance indicators e.g. the number of fire drills. The CE advised that she is confident the reporting systems, policies and procedures and monitoring systems currently in place give sufficient assurance that we fully comply with all H&S requirements  SMT SMT SMT 5. 6. 7. 8. DEVELOPMENT UPDATE Discus The D&PD advised that at the December Board meeting a report was given highlighting the changes to the tenure mix of the schemes due to the Credit Crunch. Further to this the financial implications and risk were discussed by the Chair and SMT, and a decision made to only enter into contractual arrangements where we had the loan facility in place to fund the scheme development costs. A further change became necessary in January, when TVHG came up against a HCA ruling which restricts payment of grant to the Association as we are not part of the Spirit Partnership (TVHG and Fabrick). A Partnership Agreement is being drafted between TVHG and the Association to ensure the transfer of all of the properties (41 extra care units and 12 bungalows) on the St Anns site to the Association upon completion, and to provide first option for the Association to purchase units at Richmond Street upon completion. The commitment made to own 53 of the eventual 196 properties has meant that our loan facility has been utilised. Further loan requirements are therefore necessary to purchase approximately 38 properties at the Richmond Street site. As a consequence of the changes to which properties the Association will eventually own and manage, further discussions have been held with CoYC. Management of the St Anns and Richmond Street site will be carried out by the Association and CoYC will manage Regent Street on behalf of TVHG. Arc Light The D&PD explained that discussions with CoYC are taking place to determine if the CLG would assist with funding the shortfall. Boundary Close The D&PD advised that he has received confirmation the scheme has achieved the Eco Homes excellent status. Harrogate The D&PD awaits the comparison prices from Accent for the alternative scheme. He explained that the parents of the prospective tenants would prefer the Accent scheme as this is a new build scheme. Final decision on which option will be chosen lies with Harrogate DC. The Chair queried the alternative option of a scheme by Accent The CE advised that this fact had been noted in the December Board minutes. Board agreed to ask the D&PD to confirm the 30K was the Associations final contribution figure. PCT Learning Disabilities The D&PD advised that a suitable existing property has been identified and is currently being valued. United Response would become the care agency. Dimensions The D&PD confirmed there are a total of 5 properties, containing 29 bedspaces to be transferred to York HA, subject to a legal charge to North Yorkshire and York PCT. REVIEW OF 2008 PROGRESS AGAINST BUSINESS PLAN The CE gave an overview of the progress against the Business Plan objectives which highlight the key achievements during 2008. NT asked how close the Association is to Growing the number of properties to over 700 by 2011. The Chair gave a breakdown explaining that, according to the RSR at 31.3.07 the Association owned 512 units. Since then it added 23 units in 2007-8 and, in 2008-9, Arc Light (35), Boundary Close (8) , Scarborough (5), Shipton Rd (8) A number of units have been lost i.e. 100 Walmgate(3), Poppleton Gate House (13 ). In the pipeline are the following additions: Dimensions (29); Poppleton Gate House (19); Discus (96); Tang Hall (4), There is also the following reduction: Marygate (9) On the basis of these figures the number of properties would equate to 701 by the end of the development of the Discus properties i.e. December 2011. . The number of customers increasing to 150 by 2011 was also discussed. Since 31.3.07 we have added 52 customers. When the Association takes on providing management service to TVHG Discus residents on Richmond St and the new housing support worker in York the CE advised that this would increase the number by approximately 50-60. If the Association is successful in winning the bid to N Lincs, then again, the number of customers would increase. Discussions are ongoing in respect of other potential new business which may also lead to an increase in the number of customers. STRATEGY FOR CONTINUOUS IMPROVEMENT The CE advised that the Internal Audit had recommended the Association has a clear strategy for improvement. The revised strategy sets out our approach and outlines the work to be undertaken during the next 15 months. RB asked where any financial savings would be used and suggested that this was made more explicit within the strategy. PL suggested that the Association should compare their performance against other organisations, as part of reviews. Board agreed the comparisons should also focus on comparisons against previous performance of the Association. It was decided the formal improvement reviews should be led by a member of the SMT not connected to that function. Board approved the Strategy for Continuous Improvement with the comments noted above being adhered to. OPERATIONAL PLAN 2009/10 The CE confirmed that the format had been amended, with the Business Plan objectives being included in a number form. NT said that he thought the timetable against the quality management system of having the ISO9000 was very ambitious. The CE explained that investigations are taking place as to which quality system would be most appropriate and whether or not the Association had sufficient resources to implement. Once SMT have made the assessment, a recommendation will be brought back to Board. The Chair expressed the view that from his past experience achieving ISO9000 would be both costly and time consuming and suggested that a different quality system should be sought. Board approved the revised Operational Plan 2009/10.  FD SMT SMT9.POLICY & STRATEGY 9.1.1 9.1.2 9.1.3Finance Procedure and Treasury Policy The Chair explained there were 3 additions to be approved to the Finance Procedure and Treasury Policy which had been noted from the Internal Audit report. The FD advised that during the year the Finance Procedure will be completely revised. RB stated that she had one or two queries to the documents and would liaise with the FD later on. Board approved the additions to the Finance Procedure and Treasury Policy with the assurance that they would both be reviewed during 2009. Supervision Policy The CE advised that the revision takes into account the standard pro-forma to be used alongside this policy. Board approved the revised Supervision Policy. Money Laundering Statement and Policy The FD advised the Internal Audit report on Treasury Management had noted the Association did not hold a Money Laundering Statement and Policy. The new statement and policy is based on guidance from CIPFA. Discussion took place over reporting the suspicion of money laundering and if this should be reported to the Chair of the Board rather than the Chief Executive. The CE advised that from a practical point of view it would be advisable for any reports to be made directly to the CE. Board approved the Money Laundering Statement and Policy.  10.GOVERNANCE AND REGULATION  10.1NHF THE BULLETIN The bulletin gave information relating to policy developments affecting Housing Associations.  11. 11.1 11.2 11.3 ANY OTHER BUSINESS ORCHARDBROOK LOAN DEED OF VARIATION The FD tabled a paper seeking the Boards approval to vary the terms of the existing Orchardbrook loan to facilitate the sale of 74/76 Marygate. The FD asked the Board to take a couple of minutes to read through the paper. The Chair explained that Orchardbrook (a subsidiary of the Royal Bank of Scotland) took over all Housing Associations loans and the interest rate specified was high. He went on to add that the HCA are aware of the high interest rates. Board approved the variation and authorised signatures and execution of the document using the Associations seal. 74/76 Marygate Board approved the use of the seal for the transfer of 74/76 Marygate. CASE HISTORIES The Chair advised that he would like to see case histories in future Board papers.  12. DATE OF NEXT MEETING Thursday, 26 March 2009  decisions3.2The Board approved that the Association ceases to designate reserves for specific purposes, and transfers current balances back to the revenue reserves.7. 8.Board approved the Strategy for Continuous Improvement with the comments noted above being adhered to. Board approved the revised Operational Plan 2009/10.9.1.1Board approved the additions to the Finance Procedure and Treasury Policy with the assurance that they would both be reviewed during 2009.9.1.2Board approved the revised Supervision Policy.9.1.3Board approved the Money Laundering Statement and Policy.11.1Board approved the variation and authorised signatures and execution of the document using the Associations seal.11.2Board approved the use of the seal for the transfer of 74/76 Marygate. 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