Steve Biko Housing Association Board

Summary of Minutes from Meeting held on 12 September 2016

Steve Biko Housing Association Board publishes a summary of minutes of its meetings so that Steve Biko Housing Association Tenants and stakeholders will be up to date with the Board's thinking and ideas on the Association’s matters.

The following is a summary of the main items from the meeting held on 12 September 2016 and does not constitute the full record of official minutes of the meeting.

  1. There were no declarations of interest
  2. Minutes of meeting held on 18.7.16 – amendments required were noted, matters arising update noted. The minutes were agreed.
  3. Year End Audited Accounts for year ended 31 March 2016. Were presented

By NWHS including the Bank Covenant Report.

  1. The Board were informed that the external audit had been completed, there

were no changes to the accounts which impacted upon the financial

performance or position. The Board Report and Value for Money statement

were updated as required.

  1. An Annual compliance certificate was approved by the Board for the Natwest

Bank.

  1. NWHS confirmed that the risk appraisal showed that the financial performance of SHA was in line with the Business Plan expectations for the

Year and lenders covenants had been fully met.

  1. NWHS informed the Board that the Associations financial regulations required

The Statutory Accounts to be approved by Board and submitted to the

Regulator within six months of the financial year end and also to the Bank

With the compliance certificate.

  1. Staff were asked to leave the meeting for item 7 of the business.

for the Board to meet with the AuditorMitchell Charlesworth .

who presented the Management Letter. Staff were asked to return to the meeting and the Director was informed thatThe Board were happy to accept the Management letter provided. The Director will write to HCA (Homes and Communities Agency)

  1. Performance Reports for 1st Quarter Management Accounts were presented

To the Board for the period to 30 June 2016. The accounts showed the

overall position and key variances. The Board were informed that the

Association operated component accounting, this meant that replacement

Items such as boilers and kitchens are treated as separate assets, capitalised and depreciating over their lifetime. The Board noted the contents of the

Report. The Treasurer informed the Board he was happy with the Accounts

And that they showed a healthy position.

  1. U Miah presented Performance reports for Quarter 1 on Housing Management. 4 relets had be allocated in the quarter, 1 of 4 properties were

Outside relet target time due to maintenance works required. 3 Tenancies had been terminated in the quarter. Arrears as a result of bedroom tax totalled £3,144.50 24 tenants were affected. Full details of arrears were presented to the Board. Housing services are fully implementing the due

process of the rent arrears policy and full details of legal action taken for cases over 8 weeks were provided to the Board. The Board acknowledged how quickly Arrears accrue. The housing services team discuss options with tenants affected, some have chosen to stay and pay.

  1. The Board were informed that completion of repairs on time continued to

Raise concern. Discussion took place including the work carried out in

The review by RAND Associates looking at current contractors hourly rates.

  1. New indicators had been introduced in April 2014 in response to tenants

Survey feedback. SBHA are working with NWHS on an improvement plan.

NWHS are carrying out their own review on repairs also. Board have agreed RAND will continue work for SBHA outside NWHS own review.

  1. All properties at the end of June 2016 had a valid gas certificate, no new

Reports were received regarding anti-social behaviour, or racial harassment in the quarter. No formal complaints received in the quarter.

  1. An Asbestos report will be provided for board in November 2016.
  2. The chair commented on the vast improvement regarding Gas Safety checks

with the new contractor.

  1. The Debt Write off report was agreed by Board
  2. Risk Register –The Director presented the Risk Register report for the Board

It was noted that the Government had agreed a 12 month deferment of the 1% rent reduction in respect of Sheltered and Supported Housing. HA’s are

Now able to increase rent for sheltered Housing in line with CPI plus 1%.

The 2016-17 budget has been amended accordingly in line with this decision.

  1. The Director reminded Board that the have seen impact of 1% rent reduction

And savings to be achieved. Board have carried out a stress testing exercise which has been incorporated into the new financial business plan.

  1. It was agreed that the Board meeting in January 2017 will explore merger options.
  2. The Board noted that the team continue to support tenants affected by the

Benefit Cap. The Local housing Allowance and associated risks were also

Acknowledged and will be included in the risk register.

  1. Value for Money Self- Assessment – The Director has included Board comments, HACT tool information, and Acuity benchmarking information.

It was agreed that cost comparator information would be looked at for the future, including housing services analysis detail. The Board agreed the report

  1. The final Value for Money statement was now in the 2016 Annual Accounts.
  2. Governance and compliance check list was presented by the Director to the

Board, all comments received at draft stages were now included. The board

Agreed the document and that it was a good piece of work.

  1. The Director gave an update on the Associations activities since the previous

Meeting.This included moving forward with the years planned maintenance

Programme and kitchens at Azania Court and window replacements. A meeting took place with Salem Myer Simpson to review the cyclical programme and tender works.

  1. Development – The Director informed the Board that the Development team

had been appointed following a number of condition surveys and QS costs and plans. LMH have provided a negotiated price from HMS, The Task and

finish group will meet to discuss the detail of this on 14th September 2016 with

agreed delegated authority.

  1. A draft Terms of Reference for the Development Task and Finish group

Were provided to the Board who agreed.

  1. Granby CLT – SBHA are providing Housing Management Services to

Granby CLT and general support of activities. SBHA are not marketing

Properties for sale or dealing with sales LHT are doing this. SBHA are

Proposing a revised managing agent fee.

  1. The Director continues her involvement in the Community Housing

Association’s North West collaboration group.

  1. Internal and External Audit.

The Director informed the board that Graeme Alpha Homes has taken

The lead on dealing with Internal Audits. SBHA have registered interest

and the Director will keep Board informed.

20. 3 Yanwath Street, The Director is still awaiting response from LCC

21. Community Cohesion – The Director continues to work with Police Crime

Commissioner and Crime Community Commissioner regarding a public

Meeting following Mr Mezee Mohamoud death.

22. The Director informed the Board of confidential item, which was noted.

23. The Director provided the Board with the Development day programme

Packs will be provided on the day 6th and 7th October 2017.

24. Policies presented for Board approval included the following;

Anti-Fraud and Bribery

Anti- Money Laundering

Tenancy Fraud

Safeguarding Children and Young People

It was agreed that Board share any comments by 16th September 2016

25.The Chair commented that the policies were very good and detailed.

26. The Board approved al policies.

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