CSRmeeting - Minutes

24-25October2016 -Potsdam, Germany

Place for the meeting:ProPotsdamheadoffice, Pappelallee 4, 144 69 Potsdam

Day 1, Monday 24 October

Participants: Caroline Bielkhammar, Maren Cornils, Victoria Ramsden, Nadine Ryslavy, Therese Furhoff, Cecilia Svedin,

Sub-group EURHO-GR® and CSR reporting

During this day, the Sub-group EURHO-GR®will have a meeting. The sub-group are only working on the grid, in order to develop it and adapt the grid for the new rules from 1 January 2017. (EU directive)

Social responsibility

Social requirements in the procurement – where the evaluation of the procurements depends on social criterias, not just on prices. Percentages and yes/no + description

Number of people (below 25 years) you activate in a “social projects”. Eller kostnaden?

Cost for damages/vandalism (crashed windows, painted walls (klotter) and security due to vandalism)

Environmental responsibility

Environmental requirements in the procurement – where the evaluation of the procurements depends on environmental criterias, not just on prices. yes/no + description

Governance

Policy- against anti corruption and bribery – internal controlsystem like the whisteblower function (also discrimination, non equality treatment Yes/no + description

(Visselblåsarlagen)

Evaluation of subcontractors

Code of conduct – to sign for the contactors (behaviour rules – including the corruption ie)

Audits – to follow working conditions, according to law (union agreement on the salary in the sector)

Risk-management containing CSR activities (social responsibility) if we are/not taking our responsibility… - internal control activity.

Human rights

Discrimination percent of the staff (great place to work) and following plan how to act against it

Diversity plan

Ethical suppliers – fair trade for the procurement

Day 2, Tuesday 25 October 2016

Participants: Caroline Bielkhammar, Beatrice Kindler, Maren Cornils, Victoria Ramsden, Nadine Ryslavy, Therese Furhoff, Cecilia Svedin, Hanna Egelrud

  1. Welcoming

Agenda of the meeting – the group agreed of the agenda

Minutes of last meeting – the group agrees of the agenda

Secretary of the meeting – Caroline Bielkhammar

  1. Minutes from the last meeting.
  2. Did everyone send their reports to Alessandro?
  3. Result of the communications and branding – Postcards on the table.
  4. EU-funding – we need to take that up today.
  1. Preparations before General Assembly.
  2. Next meetings;
  3. Crime and anti-social behavior – Change of place from HyresbostäderiNorrköping to ÖBO in Örebro. Date 7-8/3.2017. Tuesday morning – Wednesday afternoon. Tomas can participate from Norrköping.
  4. Regeneration – Wolkswonung in Karlsruhe. Date 17-18/5-17. Wednesday morning – Thursday afternoon. Fieldvisits. Hotelsuggestion – Novotel (close to the headoffice)
  5. Oktober meeting – close to General Assembly 23rd-24th/10-2017 – In Torino. Monday-Tuesday before the general assembly 21-22/10. Theme is waste management.
  1. Postcards – To be spread at the general assembly.
  2. The plan is to spread the template so that we can both collect to the general assembly every year – but also that the template to is spread to our member companies to be used. Cecilia will take this responsibility.
  3. Problem with the template when it comes to printing. Some postcards looks a little funky – we need to be careful when printing.
  1. CSR Awards – CSR awards – we have a result. Uppsalahem is the winner – ÖBO is 2nd and 3rd. Olivier and Alessandro will present the nomination.
  2. Continuation of the CSR-Awards? Should we have it every year. The group thinks it is a good idea, but we need to put some thought into promotion of the Awards- involve other topic groups and coordinators. Same timetable as last year.
  3. Alessandro presentation of process.
  1. Nominated project in Brussels – those that are nominated, please bring the postcard with you.
  1. EURHO-GR (Therese) (Separate presentation)
  1. New indicators into the excel-file. All companies use the indicators suitable for their local setting.
  2. Code of Conduct and how we can work with this with our contractors. A task for the group is to bring examples of this the next meeting.
  3. Human Rights we push for the future, but keep it.
  4. Intern online educations on compliance and data security – a package? Making sure that you have ‘signed’ the companies policies every year. Maren can present the strategy next time. Therese can present how Stångåstaden work with the Whistleblower function.
  1. EU- funding- we need to know what we want to do before we look at funds – right now we have nothing.
  2. Health and well-being presentation. Presentations. The group decided to spread the presentations within the group. Please send your presentation to Cecilia and you will have them collected.
  3. End of meeting.

/Caroline and Cecilia