Minutes of Committee Meetings

Minutes of 14th August 2019

Minutes of 12th June 2019

Minutes of 8th May 2019

Minutes of 10th April 2019

At the March 2019 meeting Committee were advised that the agreed sum of Housing Association Grant had now been repaid to the City of Edinburgh Council (following their decision in December to repay the amount instead of re-using it for development).  Members voted to accept the 3 year salary proposal recommended by the Employers in Voluntary Housing Negotiating Team. The Window and Doors replacement programme for Area 1 was discussed in detail.  After agreeing the contract was to be awarded to Sidey, they approved the window and door options to be offered to tenants.  Their decisions were based on costs of the various options available. Works are due to begin the week beginning 29th April 2019 and run for approximately 10 weeks.  Members reviewed the forecasted financial position of the Co-op after the completion of this contract.  The renewal terms (including costs) of the organisation’s Insurance policy were approved and members were informed a small discount had been achieved.  Committee agreed to move forward with plans for their annual audit skills assessment and approved the Performance Review plans for individual Committee Members, the CEO and Staff. A staffing update was provided as were updates in Housing Management and Maintenance issues.  Finally, Committee were advised that the large scale Tenant Satisfaction Survey work had now been completed and the results would be presented to them in May by Research Resource.

At the February Meeting, Committee once again worked through a full agenda.   Firstly, they noted the 3rd Quarterly Performance Reports.  There were no concerns reported and noted WGHC’s financial position continues to grow stronger. Committee noted an update in the organisation’s Treasury Management position and that Our Power (the utilities company providing gas and electric for some tenants of social landlords) has gone into administration.  Committee appointed MenCO to carry out the Co-op’s Landscape Maintenance and Garden Aid Service for 2019-20.   Approval was given for WGHC to seek the procurement of an Internal Auditor and a Contractor to carry out WGHC’s next Stock Condition Survey.  Again, Committee noted an update on Staffing and that WGHC’s next Health & Safety Audit was being arranged for the end of the financial year.  Committee were given further information with regards to the Replacement of Doors and Windows in Area One and were advised a final quote would be presented to them for their consideration at the March 2019 Meeting.  WGHC used the Scottish Procurement Framework to procure the Contractor for this project.  Committee further noted that WGHC has now had emergency lighting installed in all of its stairwells and it is expected that WGHC will undertake a programme of works to have all tenants’ homes smoke – alarms linked (as per Scottish Government Guidance) over the next two years.  Finally, Committee noted that Research Resource were well underway with the large scale tenant satisfaction survey works, that WGHC Staff were carrying out both a paper survey and office based open consultation session on how it allocates its empty properties (as required by the Housing (Scotland) Act 2014) and also they approved a donation request from the local community centre, the Prentice Centre.

There was no Committee Meeting in January 2019.

The December meeting was a busy one.   Committee approved various revisions to budgets and the Business Plan. Committee considered the outcomes of a Validation Exercise (carried out by an external Consultant) concerning WGHC’s performance against some of the Scottish Housing Regulator’s indicators.  Committee subsequently approved changes to WGHC’s Benchmark figures for the forthcoming year 2019-20. Following successful consultations Committee decided to keep the frequency of WGHC rents on a weekly basis for the time being and approved a rent increase of 2.5% for 2019-20.  Committee approved that WGHC would officially become a member of ARCHIE (the Alliance of Registered Co-operatives and Housing Associations Independent in Edinburgh) and agreed on its constitution.  ARCHIE is an independent membership where smaller social landlords in Edinburgh have agreed to work together to help enjoy economies of scale with procurement contracts,  share  expertise and provide organisational support for one another. Members of the 2019-20 Audit sub-Committee were confirmed and Committee were also provided with a staffing update.   Committee agreed to two training sessions being held in February about Governance, Self Assessment and the new Regulatory Framework (standards and requirements). Finally Committee noted timetable updates concerning various Component Replacement Programmes and a Stock Condition Survey.

At the Meeting on 14th November 2018 Committee considered and approved the Quarterly Performance Reports. WGHC remains financially strong and no concerns were highlighted.  The organisation’s operational performance continues to perform well and again there are no concerns in this area.  Members discussed staffing, including staffing levels and approved a staffing review carried out by the CEO.  All staff members were consulted on a one to one basis.  This  has resulted in some new positions within the organisation, the details of which will published in the December Newsletter.  Committee agreed to remove an existing contractor and add a new contractor to the Approved Contractor List. A presentation was given by the Scottish Procurement Alliance on how WGHC will procure from their framework for the window and door contract due to be carried out in Area 1 in 2019-20.

The Meeting on 10th October 2018 was a busy one. Committee discussed staffing and noted changes to future financial accounting requirements (to do with the way any pension deficit or surplus is calculated and then presented in  company accounts).  Committee discussed WGHC’s Performance Report on the Scottish Social Housing Charter for 2017-18 and approved the publication to be published on the WGHC website and to be sent out to all tenants. A review of WGHC’s performance and strategies was undertaken and some new priorities and objectives were approved by Committee including an agreement to improve and upgrade fire safety systems,  to look again at WGHC’s Mission Statement in 2019-20 and to keep up to date in regards to the current situation where manufacturers have temporarily withdrawn all fire doors from market supply until all doors meet the UK Government’s performance standards.  WGHC are due to carry out a replacement of doors and windows in some of its stock in 2019, however, this project may have to be delayed until the fire door situation is resolved. Finally, Committee approved a donation to Craigroyston Football Club to help them purchase a replacement battery for their defibrillator and to sponsor a Welfare Rights Advisor from Granton Information Centre to hold surgeries within the local Prentice Centre.

At the Committee Meeting on 12th September 2018 Committee elected Lorna Brown as Chairperson, Jim Hemphill as Vice Chair and Marilyn Dickson as Treasurer. Committee also noted that WGHC is now a member of the Scottish Procurement Alliance and that emergency stair lighting is to be installed into all stairs to bring them in line with the stairs in Granton Mill and Forthquarter.  Committee approved a change in job title for the Housing Manager’s post to Housing & Corporate Services Manager and that the post should be advertised with immediate effect. This is to replace the former Housing Manager, Larke Adger,  who has now been appointed CEO.  Given this is a second-in-line post within the organisation Committee agreed a member of the Staffing Sub-Committee will sit in on the interviews.

On 27th August 2018, a Special Meeting was held.  This had been requested by the Chairperson.  At the meeting the Chairperson announced to the Committee that the Staffing Sub Committee (along with the assistance of a Recruitment Consultant from EVH) had now completed the recruitment and selection process for the new CEO and advised that as from 1st September 2018, Larke Adger would be appointed as WGHC’s new CEO.

On 15th August 2018, Committee received the First Quarter’s Financial Performance and Operational Performance Reports for 2018-19, and noted that WGHC’s cash position remains strong and overall performance remained very good.  The Committee also discussed and approved arrangements concerning Committee Membership and the forthcoming AGM on 3rd September.  Committee also considered and noted  reports concerning Asset Management, Staffing and the Tenant Consultations concerning the 2019-20 rent increase and move from weekly to monthly rents.  Committee agreed that all the members of the board continue to demonstrate their effectiveness, including the four members who have more than 9 years service.

On July 11th Committee received the report of the external auditor who said it was a clean audit with a good, consistent set of accounts, that WGHC was keeping operating costs down and investing in the housing stock. Committee also looked at banking and planned maintenance projects. This was the last meeting before the CEO’s retirement and Committee appointed Larke Adger acting CEO and Secretary until the post was filled.

On June 13th Committee completed the strategic option appraisal with Alison Smith of alanpark consultants. Members agreed that the preferred options were to continue as an independent Registered Social Landlord (RSL) and recruit a new CEO while continuing to discuss joint working with the other Edinburgh RSLs. Committee also reviewed financial projections, financial controls and staff training.

On May 30th Committee approved the annual energy efficiency report. Members discussed a report on the option appraisal from consultants allanpark and approved the proposed approach.

On May 16th Committee approved the audit plan having received a report from our auditors, Alexander Sloan. They also agreed to carry out a strategic options appraisal prior to the retirement of the CEO. Finance and performance reports and returns were reviewed. Some small donations to local causes were agreed.

On April 11th 2018 Committee revised our Health & Safety Policy. There were also reports on progress with replacing the CEO and on tenancy management. Various aspects of planned maintenance were discussed and a budget and tender list for external painting and associated works at West Pilton Bank was approved.

In February 2018 Committee reviewed a report from the staffing working group and agreed to make the Tenant Outreach Officer post redundant, and to engage Prospect Community Housing to provide financial services. Members also discussed financial performance, the recent kitchen replacement contract, the grass cutting service, and future window replacement.

In December 2017 Committee approved a Business Plan including projects, budgets and performance benchmarks for 2018-19. It also reviewed office hours and the Complaints and Rent policies.

Members also looked at banking arrangements and set up a working group to review staffing and prepare for the retirement of the CEO.

In November 2017 Scotland’s Housing Network presented an analysis of WGHC performance in 2016-17. WGHC was one of the top performing social landlords. The tenant consultation on the proposed rent increase was reviewed, responses were overwhelmingly positive. Committee agreed a rent increase of 2.6% and a budget for 2018-19.

In October 2017 members received updates on staffing, treasury management, discussions with other RSLs and maintenance projects. Members considered WGHC performance and agreed priorities and financial assumptions for the coming year. A new Tenancy Management Policy was approved. Changes to the annual children’s’ Christmas painting competition were agreed.

In September 2017 Lorna Brown was re-elected as Chair, Jim Hemphill as Vice Chair and Marilyn Dickson as Treasurer. Committee training dates were agreed. Other business included treasury management; current building contracts; and the Scottish Housing Regulator’s latest landlord report. WGHC scores very highly across all indicators, especially tenant satisfaction.

In July 2017 Committee approved a draft budget and agreed to consult tenants about a proposed 2.6% rent increase. Members discussed a performance report, training priorities, maintenance projects and estate management. The CEO was authorised to fill a permanent Administration Assistant post and to replace the retiring finance assistant.

In June 2017 the Auditor reported to Committee. She said that no problems were found and WGHC is in a strong financial position. Committee agreed to work with Edinburgh RSLs to look at options for joint working. Members discussed staff and committee training needs and possible staff changes.

In May 2017 Committee reviewed the tenant consultation on changes to anti-social behaviour procedures. The response was in favour and the changes will go into a new draft policy later in the year. Members also looked at upcoming risks. These include staff retirals, welfare reform and inflation.

In April 2017, the Auditor presented the audit plan and Committee reviewed the annual “letter of engagement” from the Scottish Housing Regulator. Once again WGHC will be “low engagement” which means the Regulator is happy that we are well managed and financially stable.

On 28th March Committee the CEO reported on long term financial planning to allow us to maintain and improve our houses. They also reviewed the IndigoHouse report and recommendations from the staffing working group. Committee agreed to continue as an independent RSL and appoint EVH to recruit a new CEO.

Committee agreed that Menco be re-appointed to carry out both landscape maintenance and our grass cutting aid scheme. Committee also decided that, from April, stair cleaning will be carried out by Quay Community Improvements. This new community benefit company is a subsidiary of Port of Leith Housing Association.