Present:Ken Ward, Chairperson

Board of Management: 10 September 2015

MINUTES OF A MEETING OF THE BOARD OF MANAGEMENT OF CAIRN HOUSING ASSOCIATION LIMITED HELD AT CITYPOINT, 65 HAYMARKET TERRACE, EDINBURGH ON THURSDAY 10 SEPTEMBER 2015 AT 10:00AM

Michael Allan, Vice-Chair Audit & Performance

Helen Barton

Alice Belcher

Greg Colgan

Don Jamieson

Moira Mackenzie

John Woods

In attendance:Jason MacGilp, Chief Executive and Secretary

Derek Adam, Director of Finance and Investment
John Davidson, Director of Customer Services
Rory Gaffney, Director of Business Services

Carolyn Owens, EA to Chief Executive

Jo Tolland, Head of OD (Items 9 and 16)

Neil Golightly, Business Improvement Manager (Item 15 (a))

Linda Stuart, Community Development Officer (Item 15 (b))

1. / APOLOGIES
Euan Bell-Scott, Simon Guest, Bill Gillespie, Gill Walch, David Venters
The Chair advised the meeting that Alice Belcher had notified her intention to resign from the Board at a time to be confirmed due to work commitments. The Chair thanked Alice for her significant contributions to the Board. / NOTED
2. / DECLARATIONS OF INTEREST
John Woods and Ken Ward declared an interest as Directors of Cairn Homes and Services Ltd. Helen Barton and Moira Mackenzie declared an interest in item 10. Ken Ward declared an interest in Item 11. Moira Mackenzie declared an interest in Item 14 in relation to Telecare funding in the Highlands. / NOTED
3. / APPROVAL OF MINUTES AND MATTERS ARISING
The following Minutes were noted:
a) [Staff members left the meeting for this item].
Verbal update to Board members only on the Employment Action Committee of 2 September 2015 (Confidential Extract Minute).
b) Action Committee Meeting via email of 31 July 2015.
c) Care Homes Working Group Minute of 28 August 2015.
The Director of Customer Services provided a verbal update to the meeting. The Care Inspectorate had advised they were in receipt of the Report recommending the Lindemann registration which should be completed by 18 September. Disposal Consent will then be submitted to SHR and the transfer is expected to go ahead on 1 October 2015. A secondary quorate issue was flagged up for future meetings of the Working Group when Directors of Cairn Homes and Services are required to abstain from decisions.
d) Cairn Homes and Services Limited Meeting of 23 July 2015.
e) Draft Minute of the Audit & Performance Committee Meeting of 15 July 2015. Following discussions the Board agreed that consideration should be given to the Minute being revised before being presented for approval.
f) Board Minute of 16 July 2015. Following discussions the Board agreed that a revised Minute would be presented to the next meeting for approval. / NOTED
NOTED
NOTED
NOTED
NOTED
NOTED
5. / RECOMMENDATIONS FROM THE AUDIT & PERFORMANCE COMMITTEE CHAIRPERSON
The Vice Chair of the Audit & Performance Committee summarised a recent visit to Irvine Housing Association describing the insights gained in relation to their 18 days re-let time, disposals and redevelopment strategies.
6. / STRATEGIC GOALS UPDATE
The Director of Business Services presented a progress report on the 9 strategic goals indicating that all 81 Actions were on target making good progress towards achieving goals.
A survey of 200 customers had revealed that 90% would find Saturday morning access useful. At the end of the 3 month pilot a review will be conducted to analyse variables such as cost per transaction, value for money, and customer feedback in relation to Saturday and evening openings.
Board noted the report. / NOTED
7. / KPIs
All 17 KPI’s tracking the progress of financial, strategic and improvement performance were reported as on target or on tolerance.
In response to a question from a Board member it was highlighted that work was ongoing with IT to configure the reporting system so that out of management properties could be excluded from the voids rent loss figure.
In response to a question from a Board member it was confirmed that the gearing figure of 36% for July, against target of 33%, was due to cash in bank.
It was confirmed that overhead costs as a percentage of rental income were reported on quarterly, and that reallocation and capitalisation would be incorporated as part of the accounting process before the Report is next brought to the Board in November. At the request of a Board member a high level risk report with real-time information would be circulated by the Director of Finance and Investment.
Members noted the report. / NOTED
8. / FINANCE AND INVESTMENT REPORT
Derek Adam presented the Report based on the financial statements to 30 June 2015. It was confirmed that the positive variance on Loan Interest would cease in August once drawdown on the new loans commenced. Following a question from a Board member Derek advised that Senior Management Team were actively involved in monitoring and challenged spend and that budget had been achieved during the first 6 months of the financial year. Factoring outsourcing was being explored due to the £18,000 ytd costs of recovering Factoring debt, primarily due to court costs and legal fees. Factoring income totalled £30,000 p/a with accumulative debt for the past 5 years currently £35,000. Age related debt analysis would also be studied.
The Report was noted. / NOTED
ITEMS FOR APPROVAL
9. / EXPENSES POLICY CONSULTATION & RECOMMENDATION
Jo Tolland provided a verbal update confirming that after working with ACAS and GMB on the collective grievance from 20 staff members in relation to the car allowance, ACAS had ruled that there had been no detriment to staff. Staff Consultation on the revised Travel Expenses Policy had subsequently ensued, results of a survey sent to all staff, with a response rate of 30%, was now presented to Board members in a High Level Summary Report. Jo advised that following a request from the Staff Council the survey will be extended for another week.
Derek Adam provided information on the proposed expense rates and revised Expenses Policy, advising that it was being structured around HMRC guidelines for essential car users, with further work ongoing to establish a concise definition of essential car user.
A Report would be presented to Board following the next Staff Council Meeting. The Report was noted. / NOTED
10. / MEMBERSHIP REGISTER REVIEW & NEW MEMBER APPLICATIONS
Board approved termination of five shareholding memberships and approved three new membership applications as detailed in the Report. / APPROVED
11. / BOARD SUCCESSION PLANNING
(The Chair declared an interest in this item)
Jason MacGilp presented the Report, it was agreed that the Chair may remain in attendance during the item. Following due consideration of the Report Board approved the extensions of a further and final three year term to Ken Ward and David Venters. / AGREED
APPROVED
ITEMS FOR INFORMATION
12. / GOVERNANCE
Chairperson’s and Members’ Verbal Reports
Board members noted the Report. / NOTED
13. / Items approved by the Senior Management Team under Schedule of Delegated Authority, since the last meeting of the Board:-
Board members noted the Report / NOTED
14. / CUSTOMER SERVICES
a) Welfare Reform Update
A detailed Report following the UK Government’s Summer Budget announcement was presented and noted. A recent Chartered Institute of Housing overview along with Government publications on the changes would also be distributed to Board members for information. Board were advised that further profiling work to assess the impact on customers, and a risk assessment are to be conducted. Once these had been analysed further updates would be presented.
b) Rent Consultation
The Rent Consultation, based on a 3% rent increase previously approved by Board and applied to the 2015/16 Business Plan, was presented for approval. Following discussions it was agreed to approve the Rent Consultation, subject to the addition of further explicit information summarising what each option would deliver to customers in terms of core services and asset management.
c) Caberfeidh Court Disposal
It was confirmed that at their meeting on 27 July 2015 the Board of Cairn Homes and Services had accepted a recommendation to receive two studio flats at Caberfeidh Court into their Mid-Market Rent portfolio
The lease of the two studio flats at Caberfeidh Court into the Cairn Homes and Services portfolio, to be rented on short assured tenancies, managed by Cairn Housing Association and subject to the necessary SHR approval being obtained, was proposed by John
Woods, seconded by Greg Colgan and approved. / NOTED
APPROVED
APPROVED
15. / BUSINESS SERVICES
a) New Website and Corporate Re-Branding
Neil Golightly presented three re-branding concepts and highlighted the staff, tenant and Board member contributions to the process. As part of the corporate re-branding a new website and staff intranet are scheduled to go live in January 2016. It was confirmed that the new website is customer focussed and that partnership working with Netcall had established a bespoke self-service portal incorporating CRM workflows. Board supported pursuing Option 1 (Ribbon design).
Following discussions Neil Golightly agreed to contact Board members by email for feedback. Greg Colgan agreed to forward a link to the Local Authority website to Neil Golightly. The Report was noted.
b) Community Development Strategy and Action Plan
Linda Stewart presented the previously circulated Community Development Strategy and Action Plan. In response to questions from Board members it was confirmed that:

an external funding application had been submitted to Garfield Western and that applications to the People in Communities Fund, amongst others, would be considered as potential future funding options.
SIMD deprivation mapping had been incorporated in the Strategy
The Community Development Strategy was initially intended for internal use but would be made available externally
Using info-graphics to make the document more innovative and dynamic would be considered

The Chair thanked Linda and commended her good work.
Board were informed that the Community Development Officer post was currently a temporary contract which would be reviewed as part of the organisational resource planning process.
Board is noted progress on the Community Development Strategy 2015 – 2018 strategy and Action Plan.
c) Quarterly Health & Safety Report
The Report was presented, including detailed information on the form of assaults as previously requested by board. It was confirmed that Senior Management Team and operational Managers had received risk and health and safety training in preparation for the transfer of Health and Safety responsibilities. As previously requested it was confirmed that the Fire Service guidance, which had been circulated to members, was to stay within apartments in the event of a fire, unless there was a significant risk. It was also confirmed that all sheltered courts’ fire alarms systems, with the exception of Frank Jack Court, are connected directly to the Fire Service. Clarification of who is responsible for contact the Fire Service at Frank Jack Court will be confirmed and those involved would be informed.
Board noted the contents of the Health and Safety Report April – June 2015. / NOTED
NOTED
NOTED
16. / PEOPLE STRATEGY
This item was covered in Item 9.
17. / REGULATION
Verbal Update by Chief Executive
Jason MacGilp advised that a meeting with Janet Dickie from the Scottish Housing Regulator had taken place. The Asset Management Strategy, SHQS, seeking assurance on compliance with EEISH by 2020, the SPF, HR issue, rents and affordability had all been discussed. Jason confirmed that the Regulator were content that the SPF issue had been dealt with and no further action would be required. A formal Note of the Meeting would be circulated in due course. The Update Report was noted. / NOTED
18. / CORPORATE SERVICES
The Report on the Statutory Registers was noted / NOTED
19. / ANY OTHER COMPETENT BUSINESS
a) Jason MacGilp had been elected onto the SFHA Board.
b) Ken Ward was currently acting Chair for RIHAF and would advise the Board of his intentions in continuing this post after September.
18.
/ DATE OF NEXT MEETING
The next Board meeting will take place on Thursday 12 November 2015, followed by a Strategy Day on Friday 13 November at the Kingsmills Hotel, Inverness.

The meeting closed at 3.05pm

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