ࡱ> #` 4bjbjmm 8,  v v v vvt h&x&x&x&x&x&x&x&x?AAAAAA$~he ~&x&x ~ ~e &x&xzN>>> ~. &x &x?> ~?>>X &xx 8nA@ v:~"(sȴh/|\~|P| &xy&>z{8&x&x&xee(&x&x&xh ~ ~ ~ ~ b ?FJ+ b FJ   YORK HOUSING ASSOCIATION MINUTES of a meeting of the Board of the Association held on Thursday 22 July 2010 at 2 Alpha Court, Monks Cross Drive, Huntington, York, YO32 9WN at 6.00pm PRESENT: Board: Rick Elliott (RE), Ruth Brigham (RB), Christine Burgess (CB), Jolyon Harrison (Chair), Nigel Craddock (NC), Maureen OHare (MO), Elspeth Harrow (EH), Peter Lumley (PL) and Abdul Rashid (AR) Board Observers: Sarah Rookes and Janet Whipps Staff: Christine Storrs (CE), John Gilham (D&PD), Kate Spencer (OD) and Paul Roberts (FD) Minute Taker: Sandra Parker (SP) Action by1WELCOMES AND APOLOGIES The Chair welcomed two Board observers to the meeting; Sarah Rookes and Janet Whipps. Neil Townend (NT) and Peter Francis (PF) sent their apologies. 2minutes of previous meeting held 20.05.10 The minutes were agreed as a true and accurate record of the meeting.  3matters arising Attendance of members at Board meetings The attendance target of 75% has fallen to 72.2%. The CE to check NHF guidelines for benchmarking statistics and include with minutes of meeting. Post meeting note. There is no benchmark figure set within the NHF Code of Governance, although feedback from the officer at the NHF indicated that 75% was seen as a good target to attain, and compared favourably with other high performing associations.  CE4PERFORMANCE COMMITTEE MINUTES 27.05.10 RB gave an overview of the meeting noting: The quarterly arrears figure after receipt of Housing Benefit is the best figure for some time and is continuing to decrease. This trend continued throughout the meeting with the majority of reports giving good news. HR Annual Report - staff absenteeism - the average days per staff member of 3.83 days is well below the HA sector average of 9.8 days and the national average of 7.4 days.  AUDIT COMMITTEE MINUTES 01.07.10 NC gave an overview of the meeting noting: Members of Audit Committee had held private discussions with the internal and external auditors in line with good governance practice. No issues had arisen from this with both auditors concluding the Association was well managed. Treasury Management Strategy The Chair advised the finalised fixing proposal for the Lloyds TSB loan. Board approved the forward fixing of interest rates on the Lloyds TSB Bank plc loan facility  5.  AR entered the meeting having previously given his apologies for being late. CHIEF EXECUTIVES REPORT The CE gave an overview of the report with the following being noted: 1. Discus A range of activities are taking place, involving ongoing meetings with CoYC and Fabrick, to ensure that all the necessary work is done, prior to taking the properties into management. Members of Board had, today, visited the St Anns site as part of the Scheme Visits trip. An event will take place at the end of the year to mark the completion of the Extra Care building, Auden House. SMT gave their assurance that the appointed interior designer has considerable experience with Extra Care Schemes and the requirements of the elderly will be met. 2. Safeguarding Referral A tenant has been reported to the Safeguarding Board as per the Associations Child Protection Policy. 3. Supporting People Contracts The Association was unsuccessful in tenders in North Yorkshire, which means that the contract in Ryedale will terminate at the end of July, with the one member of staff employed being transferred to the new provider under TUPE. A feedback meeting proved constructive. No update, as yet against two tenders to Hull Council or the re-tender to NE Lincs for our existing BME service. EH entered the meeting having previously given her apologies for being late. 4. PR coverage Good coverage during July. The launch of the repairs DVD was successful with the CE and Kirsty Dixon attending the Chartered Institute of Housing conference in Harrogate in June on consecutive days. 5. AGM To be held at Bedern Hall, York on 15.09.10 at 2pm. The event will be for shareholders only. 6. Board Away Day To be held at the Royal York Hotel on 14.10.10 with Dave Procter facilitating. If any Board members or Observers would like to add an item to the agenda, please liaise with the CE. 7. In Bloom Competition 15.07.10 JW was this years judge and advised the day had been successful. 8. Health & Safety Update Properties at Rothwell are being surveyed due to a small percentage of asbestos being found in the Artex finishes of the walls and ceilings. CE/FD 6 development update The D&PD gave an overview with the following being noted: Deadline for mini bid round funding applications 30.07.10. Poppleton Gate House - play equipment now ordered. Land off 7th Avenue - bid for this scheme being made as part of mini bid round Cornlands Road - offer to developers has been revised  7.7.1 CHIEF EXECUTIVES ANNUAL REPORT TO THE BOARD ON INTERNAL CONTROL The CE advised that the report gave details of processes which give Board the assurances required that the Association is being run accordingly. This year the Audit Committee has also reviewed its activity in line with best practice. Board approved the Chief Executives annual report to the board on internal control. 7.2 ANNUAL REPORT OF THE AUDIT COMMITTEE NC advised that in line with best practice the report gives Board the reassurance that sufficient and suitable control systems are in operation. Following discussions with the external and internal auditors at the Audit Committee meeting both sets of auditors now have direct access to the Chair of Audit. Board approved the annual report of the Audit Committee  8Impairment review In line with our Accounting Policy an annual impairment review takes place to identify any property asset with a value less than the value in the Balance Sheet thus creating a potential deficit. No requirement for impairment was identified. Board approved the Impairment Review.  9application of going concern principle The paper highlighted factors that provide reassurance that application of the going concern basis is appropriate. Board approved the application of going concern principle. 10accounts for 2009/2010 and presentation The FD gave a presentation of the accounts for 2009/10 with the following being noted: Due to the change in the Associations financial year end date the accounts cover a 15 month period from January 2009 to March 2010. The auditors have given an unqualified audit report. The accounts have been reviewed by the Audit Committee on 01.07.10 when they met with the external auditors to discuss their findings in detail. Once the accounts have been approved (and the typing errors corrected) they will be submitted to the TSA and FSA. Board agreed it was useful to have the accounts presented with charts etc and asked if it would be possible in future to see the information per unit i.e. arrears. JW asked what impact the VAT increase will have. The FD advised this would have a significant impact, estimated at 30k. The Board approved the accounts for the year ended 31.03.10, and authorised their signature by the Chair, Secretary and two Committee members. 11AUDITORS MANAGEMENT LETTER, YHA REPLY, LETTER OF REPRESENTATION A draft of the auditors management letter was reviewed by the Audit Committee on 01.07.10 when they met with the auditors to discuss details including the points raised in sections 7 and 8 of the management letter. The auditors gave an unqualified audit report. Audit differences included: Furniture purchases of 17,768 which had not been capitalised due to the furniture relating to projects which had previously been grant funded. The Accounting Policy is to be amended. A suppliers invoice of 3,722 had not been accrued. RB asked if the wording in the Associations reply letter could be amended in regard to Adherence to supplier credit terms to delete the section this was only by a couple of days. The Board approved the auditors management letter, accepted the YHA reply noting the deletion of wording as above, and that the letter of representation be accepted by the Board and signed by the Chair.  FD12 12.1 12.2 12.3 POLICY & STRATEGY REVIEW OF EXISTING POLICIES/PROCEDURES AND STRATEGIES Financial Procedures The FD advised that a review of the Financial Procedures had taken place and copies were tabled for any member wishing to see them. It was noted that the procedures were for noting only and not decision as per the papers. Board noted the review of the Financial Procedures. Land Banking Policy & EIA The D&PD advised that minor changes had been made to the Land Banking Policy which was highlighted in red. It was noted that the last paragraph requires rewording, for clarity. Board approved the Land Banking Policy subject to the rewording of final paragraph. Updates to the Maintenance Procedures The OD advised that two additional sections have been added to the above policy; the maintenance of gas appliances and the Letting Standard. Revisions to the Asbestos policy have also been made. Board approved the additional and revised sections of the Maintenance Procedures.  D&PD 13 13.1 13.2 13.3 governance & regulation Shareholder Association membership Board approved Claire Kennard, ex staff member, as a Shareholder of the Association. NHF Quarterly Report Board noted the above report. NHF The Bulletin Board noted the above report. 14 14.1 14.2ANY OTHER BUSINESS NHF Board members briefing RE gave an overview of the above briefing he attending with CB on 15.06.10. He advised that the session had been technical which was not appropriate. The development of local jobs was discussed and it was agreed that future Development Reports would include employment figures of local employees. Presentation to retiring Board members The Chair thanked Maureen OHare and Peter Lumley for their valuable contributions to Board meetings and to the work of the Association. Both members will be standing down at the AGM in September.  D&PD 15DATE OF NEXT MEETING 16.09.10 decisions4Board approved the forward fixing of interest rates on the Lloyds TSB Bank plc loan facility7.1Board approved the Chief Executives annual report to the board on internal control.7.2Board approved the annual report of the Audit Committee8Board approved the Impairment Review. 9Board approved the application of going concern principle.10The Board approved the Accounts for the year ended 31.03.10, and authorised their signature by the Chair, Secretary and two Committee members.11The Board approved the auditors management letter, accepted the YHA reply noting the deletion of wording as above, and that the letter of representation be accepted by the Board and signed by the Chair. 12.2Board approved the Land Banking Policy subject to the rewording of final paragraph.12.3Board approved the additional and revised sections of the Maintenance Procedures.13.2Board approved Claire Kennard, ex staff member, as a Shareholder of the Association. 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