Meething of the Board of Directors

ASHTON PIONEER HOMES

MEETHING OF THE BOARD OF DIRECTORS HELD ON 16th FEBRUARY 2017

Commenced : 5.50pm Terminated : 8.05pm

Present : David Postlethwaite (Chair) Council

David McNally Council Helen Bradbury Tenant Stephen Greenwood Independent Jordan Messer Independent Sheila Tolley Independent Katie Teasdale Co-optee

Also in Attendance :

Tony Berry, Chief Executive & Company Secretary Peter Marland, Director of Housing Services Stephanie Morton Susan Taylor – Observer, Arawak Walton

17/01 APOLOGIES FOR ABSENCE

Apologies were received from Ged Cooney, Joyce Bowerman, Jane Atherton and John Auty.

17/02 DECLARATIONS OF INTEREST

There were no interests to declare at this meeting.

17/03 MINUTES

The Minutes of the Ordinary Meeting of the Board Held on 15th December 2016 were approved as a correct record and signed by the Chair.

There were no matters arising therefrom.

ST stated that at the previous meeting, it was agreed that members should spend 5 minutes updating other members’ of any training or events they have attended. It was agreed that this should become an Agenda Item.

17/04 CHIEF EXECUTIVE’S REPORT

The Chief Executive submitted a report providing information and seeking approval on a range of topics, making specific reference to the following items:

White Paper

The Chief Executive informed the Board that Katie would provide a more detailed update on the latest White Paper within item 13.

Empty Homes Programme (EHP) Update.

Board were informed that both the Methodist Chapel and Stockport Road properties would require a contractual start on site by the end of March 2017 to secure funding of £28,000 per apartment and the CEO may need to seek detailed approval outside of the normal Board meeting round to achieve the required contract start.

Fee proposals have been received for the provision of Employers’ Agent services on both schemes from Bernard Taylor Partnership (BTP) who submitted the most competitive price for the work and it was:

RESOLVED – That the Board approve the operational appointment of BTP to act as Employers’ Agent (EA) for the Association on the schemes at the Methodist Chapel and Stockport Road.

Lengthy discussion then ensued around the works elements with BTP and owners of the Methodist Chapel and AGMA.

As a stalled scheme, some works have already been undertaken within the building by the owners who are also a contracting firm in their own right. The CEO explained the proposed process to procure a JCT Design & Build Contract with the owners’ firm to secure the full scheme on which APH will be taking a 20/21 year lease with break clauses from year 10.

Stockport Road scheme is yet to be started but has been the subject of a failed design and procurement for Mosscare Housing Association (details of why are not fully known but suggest breakdown in communication along with unhappy with the re-design). The earlier tender for this project (from Southworth’s) was for a nine flatted scheme which has now been amended to six self-contained flats to meet APH requirements. It is intended to negotiate with Southworth’s the lowest price on the previous competitive tender exercise for Mosscare.

AGMA have supported this negotiation and the HCA have provided a non-committal response.

After much consideration and discussion, it was

RESOLVED – that Board note and approve the procurement arrangements which are being progressed on the two projects to secure the grant claim in March 2017 and deliver effective VFM for the schemes for commercial / ecclesiastical conversions to affordable rental residential accommodation;

Resolved – that Board provide delegated approval to the Chair to approve the detailed procurement arrangements as these are finalised due to the tight timescale for confirming the grant claims on these Continuing Market.

Modernising Governance

Approval from the Nationwide has now been secured. It has been necessary to secure the legal agreement of the Greater Manchester Pension Scheme and the Social Housing Scheme as it could be considered that the transition may trigger an exit from the schemes. It was Resolved – Board approved APH entering into agreements with the pension schemes to secure both SHPS and GMPS.

17/05 BOARD TRACKER REPORT

The Chair requested that dates are set to carry out Stress Testing as this is something which has been `slipping’.

Resolved – The Chief Executive to speak to the Director of Finance to confirm dates for live testing on BRIX.

Empty Homes Programme

Board members requested site visits to the Methodist Chapel.

Resolved – The Chief Executive to firm up dates following his meeting on 17th February 2017.

17/06 BUSINESS PLAN REVIEW 2016/17

The Chief Executive briefly talked through his report highlighting the key elements of the Business Plan from last year.

A member of the Board questioned when the next staff satisfaction survey is scheduled to take place.

The CEO reported that it is planned for next year as priority this year will be the tenants’ survey. Following the last staff survey, it is hoped to carry out a more qualitative survey where we receive value for money and added value.

The Director of Housing stated it may be a worthwhile exercise speaking to partners in the Community Housing group over the next 12 months to establish who they have used for carrying out surveys and whether they would recommend them or not.

17/07 PERFORMANCE DASHBOARD (Quarter 3)

The DoHS reported on each graph briefly. Housing Officers are continuing to meet all targets and are working very closely with the Welfare Benefits Advisor. The collection rate is pretty good for this period although the figures are slightly disproportionate due to the rent free weeks. A member of the Board questioned whether tenants with rent arrears still make payment during the “rent free” weeks. The DoHS stated that these tenants are encouraged wherever possible, to continue with rent payments in order to try and reduce their arrears.

The DoHS reported on void properties. He stated that the Company’s void property works are completed and let faster than other Housing Associations. Board were also informed of the increasing demand for 2 bedroom properties.

A brief discussion ensued in relation to routine repairs completion and the fact that the figure reported is lower than target. Board were informed that this was due to a large number of repairs not being completed due to no access being reported. There has also been a number of repairs not completed on time due to a particular contractor and this will be the subject of discussion at the next contractor meeting.

A member of the Board commented that she felt maintenance staff should be commended for the high satisfaction levels around the repairs service. She stated that she can vouch for how good the service is which APH offers to tenants.

17/08 MANAGEMENT ACCOUNTS TO DECEMBER 2016

The Chief Executive reported on the management accounts to December 2016 in the absence of the Director of Finance & Administration.

The Chair was pleased to see that performance against Covenants is well within guidelines.

To conclude, the CEO reported that the Company is well in surplus, although factors such as the impact of Welfare Reform and major spends on CCTV, door entry systems and the render which had all been scheduled in the year have occurred delays resulting in substantial costs now falling into the next financial year.

A board member questioned whether any dates had been confirmed by the Director of Finance & Administration into carrying out some basic finance sessions. The CEO stated he would request dates from the DoFA and ask that he circulate them to board members asking for their availability.

Resolved - The Board approved the Management Accounts to December 2016,

Approved the writing off of Former Tenants Arrears of £10,648.72 and former tenant write backs of £300.00.

17/09 BUDGET AND REFINANCING UPDATE

As previously discussed, David Tolson Partnership (DTP) are currently exploring options on behalf of the Company. A telephone conference involving APH, DTP and Nationwide will be taking place to discuss the release of properties which are no longer required to secure the loans up to the point of repayment can be identified and released and be used as security with GB Social Housing and Santander.

A member of the Board questioned what proportion of the stock roughly, has not got a mortgage on it, to which the CEO answered, a very small number 17/10 TREASURY MANAGEMENT

The table contained within the report was briefly discussed, with the CEO reporting no major issues and the report being noted by the Board.

17/11 SAFEGUARDING UPDATE

The DoHS informed Board that this report provided an update on the APH Safeguarding Policy following their approval last year.

Board were made aware of the new safeguarding duties which Local Authorities have to follow, these being contained within 1.3 of the report.

SASSHA now has a “Notification of Risk” module which enables staff to document and monitor any safeguarding cases. At present, there are 9 cases on the system since April 2016, 6 of which are very complex cases meaning labour intensive work for staff. 17/12 HOUSING WHITE PAPER

Board member KT provided a brief update to the Board on the Government’s White Paper or “Statement of Intent”. She reported that the Government now see Housing Association’s as the solution not the enemy. 17/13 DATE OF NEXT MEETING

The next meeting of the Board of Directors will take place on Thursday 30th March 2017.