ࡱ> #` 9bjbjmm 81ZZZZLH[d3\\\\\\\\$hy؄a\\aa؄\\IcIcIca"\\IcaIcIc6}\\ aaZajv~fL03~cb8P\]Ic^F_\\\؄؄?c \\\3aaaaDRZZ YORK HOUSING ASSOCIATION MINUTES of a meeting of the Board of the Association held on Thursday 26 November 2009 at Brigantes, Micklegate, York at 6.00pm PRESENT: Board: Jolyon Harrison (Chair), Rick Elliott (RE), Maureen OHare (MO), Elspeth Harrow (EH), Ruth Brigham (RB), Nigel Craddock (NC), Penny Stafford (PS), Peter Francis (PF) and Christine Burgess (CB). Staff: Christine Storrs (CE), John Gilham (D&PD), Kate Spencer (OD) and Paul Roberts (FD). Minute Taker: Sandra Parker (SP) Action by1.APOLOGIES Apologies were received from Peter Lumley (PL), Abdul Rashid (AR) and Neil Townend (NT). 2.minutes of previous meeting held 24 September 2009 The minutes were agreed as a true and accurate record of the meeting. 3.matters arising There were no matters arising to report against. 4. 4.1+4.3 4.1.1 4.2 4.3.1 4.3.2 4.3REPORTS FROM COMMITTEES AUDIT COMMITTEE MINUTES 1.10.09 and 12.11.09 Chair of the Audit Committee, NC reported against both sets of minutes. Internal Audit Action Plan Auditors attended 12.11.09. The series of actions from the 2008 audit agreed by management have been monitored against the timetable with 74.3% being completed during the year. The target figure set by the auditors is 75% and it was noted that 9 out of the 35 have target dates set that are longer than the 12 month period, and this was not taken account of in calculating the %age completed, and therefore performance was very good. P36 The Tenant Satisfaction Survey results are due in November 2009 and not 2010 as stated. Risk Management Strategy and High Level Risk Map NC advised that the Board retains ultimate responsibility for risk management and Audit Committee had reviewed the strategy and risk map who now recommend it to the Board. P25 - items 5+6 are the wrong way round. SP to rectify. P28 No mitigation actions under the Disaster Recovery Policy and Procedure. The FD to rectify. The Board approved the Risk Management Strategy and High Level Risk Map subject to the above amendments being made. CHAIRS AND DEPUTIES NOTES 22.10.09 The Chair said the meeting held had been extremely useful with good discussion held over all agenda items. The following points were noted: Board may wish to review opportunities for interaction between staff and Board members Board members should be assured that they have a clear framework to guide the Board Board members should be satisfied that they have sufficient information on which to make informed decisions Peter Francis entered the meeting. Insurance Report The FD advised a panel consisting of PF, the CE and himself had interviewed and considered tenders from Zurich Municipal, Farr and Acumus to cover the Associations insurance over the next five years. The conclusion was that Zurich should be reappointed. FARR provide extra Directors and Officers cover. The FD advised that the free cover received through NHF was adequate. The FD said that the insurance would be a five year agreement with the proviso that if they do not perform satisfactorily the Association would be able to terminate the agreement. Board approved the reappointment of Zurich Municipal. Audit Committee Appraisal Report NC advised that the Audit Committee held part of the 12.11.09 meeting without staff being present; this will be part of each future meeting. The Committee received verbal feedback on its performance from the officers present before they left the meeting and Committee then reviewed their performance. The appraisal is a recommendation of the Housing Corporations Good Practice Guide and will take part annually. The Chair congratulated Audit Committee on the excellent piece of work. PERFORMANCE COMMITTEE MINUTES 19.11.09 The draft performance minutes were tabled and the Chair of the Performance Committee, RE gave an overview of the meeting. Value for Money meeting date being set for Board Champions, the FD and OD. The Bad Debt write off was debated in detail. The increased surplus was also discussed in detail. A narrative report on Financial Position, giving detailed explanations of issues that had contributed to increased surplus had been discussed. The following points were highlighted with RE stating that the Maintenance Budget and Cyclical Repairs budget must be tightly managed. The inflation contingency, Up front income received from the NE Lincs contract that was not included in the budget Using the Community Payback scheme had made savings against the Day to Day repairs budget Staff receiving monthly budget statements and managing expenditure more tightly Items being capitalised Review of the PMW post had resulted in increased efficiency and VFM Areas for additional expenditure had been identified by SMT. Several of the key actions in the Equality and Diversity Action Plan are dependent on the outcome of the Customer Profiling Exercise taking part in April 2010.  SP FD5.  CHIEF EXECUTIVES REPORT The CE gave an overview of the report with the following being noted: Following the Mystery Shopper exercise some further enhancement work was identified to comply with the Disability Discrimination Act. The CE thanked PS for her help in this matter and any recommendations outstanding are being taken forward. A further paper will be included in the January Board meeting to discuss the rent increases and the deflationary RPI position. The new website is near completion with transfer taking place early December. The event at Poppleton Gate House, held 25.11.09 was successful although minor problems had occurred with the venue being closed on arrival. Discus redevelopment is well underway. Staff are heavily involved with various meetings. Work at Regent Street due to start in February 2010. The Chair asked if there was any risk to the Association from the Extra Care scheme. The CE advised that the Association would own and manage the building with the care being commissioned by CoYC. Meeting taking place to discuss intermediate market rent with TVHG. The outcome of the BME housing related support service tender in Hull is still awaited. The CE advised a copy of the guideline document setting out how the TSA wish to approach future regulation was available on request. Staff are currently in discussion with the PCT and Fire Service to ascertain who should carry out the weekly testing of the fire system at 19 New Lane.  7. 7.1 7.2development Development Update York Learning Disabilities Tang Hall Revenue and capital cost issues still being discussed with CoYC. Discus The 12 bungalows which were due for handover at the middle of December have been delayed until the beginning of January have been delayed due to gas service connections. North Lincolnshire, Scunthorpe Proposal re feasibility to be taken to future Board. Golden Triangle Final confirmation from local authority awaited. The CE gave the Board her assurance that SMT will only proceed if the financial and risk arrangements are acceptable. Discus Impact of Units For Sale The CE advised that following the Boards approval at the September meeting to acquire 50% of the Discus properties, SMT now proposed to purchase an additional 44 properties on the Richmond Street site. Discussion took place: Who would acquire which properties on the site and the mix and distribution of Intermediate Market Rents (IMR) and Affordable Rent (AF). Rent holidays. Legal advice required to ensure correct management of sales under the charity status. Right to Buy. Buy back provision to YHA. Resourcing development opportunity in-house to staff. Board approved the investigation of the appropriate business model for undertaking sales.  8.MORTGAGE RESCUE The CE gave an overview of the scheme stating the HCA have received funding to initiate the syndicate. So far Yorkshire Housing, Broadacres and Chevin Housing are members. Discussion took place with concern noted against the circumstances and financial position of people who may use the Mortgage Rescue Scheme and whether or not there was the potential for Bad Debts to become an issue. The CE assured Board that the type of person the scheme is aimed at are mortgage holders who have found themselves in difficulty due to the recession, and that financial assessments would be carried out. Board approved York HA as a syndicate in Mortgage Rescue on the proviso the CE produces internal criteria which determine the terms on which we accept applications.  CE9.PENSIONS UPDATE The Chair advised that the working party had met to discuss and review the questionnaire findings that staff had raised which consisted of some staff expressing their dissatisfaction. The revised proposal consisted of Capping employer contributions against the Final Salary Scheme. Capping employer contributions against the CARE 1/60th scheme. Otherwise the original proposals stand. Board approved the revised arrangements. 10.PRESENTATION ON financial update The Chair advised that due to time restrictions the presentation would be postponed. 11.budget timetable The FD advised the timetable outlined the preparation for the 2010/11 budget and key considerations. 12. 12.1 12.2.1 12.2.2 12.2.3policy & STRATEGY Growing And Retaining Existing Business The CE advised this item was for information only and part of the Operational Plan showing our performance against our objectives. Review of existing policies/procedures and Strategies Financial Regulations The FD advised that changes to the Financial Regulations (highlighted in red) included the financial year to be 1 April to 31 March and amendments to the Authorisations. Board approved the changes as detailed. Training Strategy The CE advised the Equality and Diversity screening had been carried out to ensure governance compliance. The sentence Where possible, the Association will use external training that can also offer these facilities is to be reworded. With the above alteration made Board approved the revised Training Strategy. Maintenance Policy update The OD advised that work on the policy began in July 2009, involving a large group of staff from the Operations and Property Teams. A draft has been viewed by the Customer Panel and the OD and D&PD are currently meeting to discuss further and will bring policy to the January Board.  CE OD/D&PD13. 13.1 13.2 13.3 13.4 13.5governance & regulation REGULATORY FRAMEWORK The CE confirmed that the TSA had written to the Association and further details will be outlined and bought to the Boards attention. A copy of the regulatory framework was tabled. ACTION PLAN FROM THE BOARD AWAY DAY The CE outlined areas from the plan and explained that some items would be incorporated in the Business Plan review. BOARD CHAMPIONS Discussion took place over the role perceived and how different each topic area is covered. It was concluded that the CE would rewrite the Governance Framework section against Board Champions and include on the Board members website. BOARD TRAINING AND DEVELOPMENT The CE advised that opportunities for training and development are available and these contribute to meeting the objectives set out in the Operational Plan. NHF - Message from the CE Board noted the report which was for information only.  CE14.ANY OTHER BUSINESS There was no other business to report against. 15.DATE OF NEXT MEETING 28 January 2009  decisions4.1.1The Board approved the Risk Management Strategy and High Level Risk Map subject to the above amendments being made.4.3.1Board approved the reappointment of Zurich Municipal.7.2Board approved the investigation of the appropriate business model for undertaking sales.8.Board approved York HA as a syndicate in Mortgage Rescue on the proviso the CE produces internal criteria which determine the terms on which we accept applications. 9.Board approved the revised pension arrangements.12.2.1Board approved the changes to the Financial Regulations as detailed above.12.2.2With the above alteration made Board approved the revised Training Strategy.13.3The CE to rewrite the Governance Framework section against Board Champions and include on the Board members website. 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