YORK HOUSING ASSOCIATION

MINUTES of a meeting of the Board of the Association held on

Thursday 24 September 2009atYork Housing Association, 2 Alpha Court, Monks Cross Drive, Huntington, York

at 6.00pm

PRESENT:Board: Jolyon Harrison (Chair), Rick Elliott (RE), Maureen O’Hare (MO), Elspeth Harrow (EH), Ruth Brigham (RB), Peter Lumley (PL), Neil Townend (NT), Nigel Craddock (NC), Penny Stafford (PS), Abdul Rashid (AR) and Peter Francis (PF).

Staff: John Gilham (D&PD), Kate Spencer (KS) and Paul Roberts (FD).

Minute Taker: Sandra Parker (SP)

Action by

1. / APOLOGIES
Apologies were received from Christine Burgess (CB) and Christine Storrs (CE).
1a. / PRIVATE FINANCE OFFERS
Board agreed to accept the proposal of private finance from Lloyds TSB.
2. / MINUTES OF THE PREVIOUS MEETING HELD ON 16.07.09
The minutes were agreed as a true record of the meeting and signed by the Chair.
3. / MATTERS ARISING
There were no matters arising to discuss.
4.
5. / REPORTS FROM COMMITTEES
4.1Performance Committee Minutes 20.08.09
RE gave an overview of the meeting, noting in particular;
  • Committee had revised the reporting of the quarterly performance indicators with Arrears and Voids now being separated. This had given new insight into the high arrears on General Needs stock of 9.36% which had not previously been recognised. SMT had thought this was due to a high proportion of single people but the OD had confirmed that further investigation will take place.
  • Annual Contractors Report - SMT are investigating a ‘payments incentive’ which the Chair hadsuggested.
  • Rescheduling of Annual Reports – A new table detailing dates annual reports will be reported was included.
CHIEF EXECUTIVE’S REPORT
The OD gave an overview of the report in the CE’s absence, with the following being highlighted:
Tender in NE Lincs
Unfortunately the tenderfor supporting people with HIV/Aids tender had failed with Humbercare being successful.
Staff Away Day
The Chair advised 3 teams gave presentations based on the theme of showcasing the Association for short notice inspection.
Making Safe Scheme
The first property in the schemehas been allocated.
Rents
Being set in line with rent restructuring guidance and based on a formula which uses the September RPI figure which is still awaited.
Comprehensive Area Assessments
The Association is currently working with CoYC to demonstrate how our services are helping to achieve positive outcomes for local people.
Health & Safety
Following the recent fire at the Camberwell Tower Block in London the TSA sent a circular to all HA’s. The D&PD confirmed we have no similar designed properties and that staff had been reminded in writing of fire protection requirements. The Housing Health and Safety Rating System (HHSRS) will be carried out as part of the next Stock Condition Survey.
The insurance company will carry out annual Playground Inspections aswell as our own monthly visual inspections. / OD
SMT
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13.
14. / 11.1
11.2
11.3
12.1
12.2
12.3
12.4
12.5 / MAJOR REPAIRS AND ASSET MANAGEMENT REVIEW/DEVELOPMENT STRATEGY
The FD gave an overview of the update that provides information on where the Association is financially and what the Stock Condition Survey says the Association should be doing.
Two pieces of work have been carried out:
  1. 30 year forecast updated using assumptions listed in the report
  2. 30 year Major Repair Programme from the Stock Condition Survey, which still has further work to be done.
The report highlighted the capacity to develop but highlighted short term issues; it also showed some properties in the Major Repairs Programme are expensive to maintain and that minor disposals would have significant impacts on the Major Repairs Programme.
The Chair added that the working party had looked into the provision for improvements to properties at the end of the 30 year plan (2038).
The FD also tabled copies of the 30 year financial forecast and major repairs programme.
RE asked why against the Major Repair Spend graph from 2025 onwards the monies spent was up to 3 times the monies in the Stock Condition Survey. The FD advised that inflationary growth assumptions have been added into the workings.
The FD concluded that further work will be carried out and reported back to Board.
DEVELOPMENT UPDATE
The D&PD gave an overview of the report with the following being noted:

Poppleton Gate House

The second phase will be occupied by 05.10.09. The budget is on target.

Tang Hall

SMT have discussed the revised requirements from CoYC of a 4 person shared scheme to reduce costs and agreed to suggest to CoYC that the HCA are contacted to challenge their decision on funding to enable the original self contained scheme to go ahead.
Discussion took place and it was felt that there was also an equality issue to be raised and that evidence from people with learning disabilities would strengthen the case for the self contained scheme.

Discus Bungalows

The D&PD confirmed the extra care scheme at the St Ann’s site of 41 flats and 12 bungalows is being financed from the current financial borrowing facility. With the new borrowing facility being imminent the Association can, acquire up to 50% of the total number of dwellings,mainly from the St Ann’s and Richmond Street sites.
The OD advised that the extra staffing requirements can be met from existing part time employees hours being increased and SMT will be meeting to discuss this further.
Board approved the proposal to acquire up to 50% of the properties to be built on the 3 Discus sites, using loan finance, in accordance with the feasibility set out in the papers.
PENSIONS
The Chair explained that a working party had met to discuss proposals to be put to staff to ensure that the defined benefits scheme is able to continue. The proposal to offer the opportunity to move to CARE 1/80th instead of the current Final Salary 1/60th, it was noted that this would reduce contributions for staff.
Board agreed to approve the proposal from the working party and asked SMT to carry out further briefings with staff before reporting back at the November Board meeting.
WEBSITE
The OD explained that tenants have been consulted on the content through the tenant newsletter and the Customer Panel and a new section for support customers has been added. The website will be ready at the end of October and will go ‘live’ in December.
SP presented the website.
QUALITY MANAGEMENT SYSTEM
The OD advised that SMT had reviewed two Quality Management Systems and decided that, for the time being, it is inappropriate to pursueeither of them. However staff will be making reference to parts of theCustomer Service Excellence Standardto assist in the drawing upof the Customer Service Strategy. This piece of work is due to be carried out in the near future.
PL advised that the Customer Journey Mapping section was useful and the OD said she would look at this.
Board approved the recommendation not to pursue an external Quality Management System any further at the present time.
POLICY AND STRATEGY
Sickness Absence Policy
The OD advised that the policy was reviewed in July 2008
but had recently undergone an Equality Impact Assessment screening. Part of this screening exercise identified the need to make some changes to keep up with current legislation and good practice. The requirement for replacement holiday to staff who are off sick during their holiday was discussed (see Section 9).
Board approved the changes to the Sickness Absence Policy.
Child Protection Policy and Procedure
The OD explained the new requirement for a Child Protection Policy, with a long term goal of incorporating this policy with the Vulnerable Adults Policy.
Contractors will be made aware of their obligations through the Contractor newsletter and staff are currently being trained in the procedure.
Board approved the Child Protection Policy and Procedure.
Needs and Risk Assessment Policy
The OD gave an overview of the new policy.
Board approved the Needs and Risk Assessment Policy.
GOVERNANCE AND REGULATION
ACTION PLAN FROM BOARD AWAY DAY
The following was noted:
Item 1 – Value for Money strategy
The OD advised that a report against repairs and contractors had been carried out which will need to be linked with the KLOEs.
Item 2 – Facts and Figures business card
Tabled.
Item 4 – Briefing to Board re financial issues and terminology
Deferred and will be agenda item at November Board.
Shareholders – Association Membership
Board approved the removal of Sandra Hutton from the Register of Shareholders. Sandra sadly passed away in the summer.
Board Diary
Board approved the new 2010 and 2011 Board diaries. The FD confirmed that the Audit Committee will receive a draft list of suggested agenda dates at the meeting on 01.10.09.
Short Notice Inspection Reports
The OD advised that the report detailed how staff are preparing for a Short Notice Inspection. Board members noted the preparation that has taken place to date.
NHF – Message from the CE
The report was noted.
ANY OTHER BUSINESS
There was no other business to report against.
DATE OF NEXT MEETING
26 November 2009 / D&PD
D&PD
SMT
OD
FD
decisions
1a / Board agreed to accept the proposal of private finance from Lloyds TSB.
7 / Board approved the proposal to acquire up to 50% of the properties to be built on the 3 Discus sites, using loan finance, in accordance with the feasibility set out in the papers.
8 / Board agreed to approve the proposal from the working party and asked SMT to carry out further briefings with staff before reporting back at the November Board meeting.
10. / Board approved the recommendation not to pursue an external Quality Management System any further at the present time.
11.1 / Board approved the changes to the Sickness Absence Policy.
11.2 / Board approved the Child Protection Policy and Procedure.
11.3 / Board approved the Needs and Risk Assessment Policy.
12.2 / Board approved the removal of Sandra Hutton from the Register of Shareholders
12.3 / Board approved the new 2010 and 2011 Board diaries.

Sandra Parker

PA/Committee secretaryboard member