BOARD AGENDA 26 JUNE 2013 @ 5.30pm VENUE: HHP BOARDROOM, CREED COURT, STORNOWAY No Item Action Page No Time PRELIMINARY PROCEDURAL MATTERS - 1 Attendance & Apologies Noting 3 2 Declaration of Interest Noting 3 Minute of Board Meeting Approval 5 29 May 2013 5.30pm 4 Action Sheet Approval 7 - 5.40pm 5 Date of Next Meeting Approval 4 September 2013 6 Health & Safety Noting Verbal Update DEVELOPMENT 7 Development Programme 2013/14 Noting 8 5.40pm Report by Chief Executive - 8 Development Programme 2013-15 Approval 14 5.55pm Report by Chief Executive FINANCE 9 Annual Report and Financial Statements For Year Ended 31 March 2013 Approval 31 Report by Director of Resources 10 Budgetary Performance for the Year Ended 31 March 2013 Approval 82 Report by Director of Resources 5.55pm - 11 Management Report to 31 May 2013 Noting 89 Report by Director of Resources 6.30pm 12 Treasury Report to 31 March 2013 Noting 93 Report by Director of Resources 13 Update of Authorised Signatories Approval 100 Report by Director of Resources MANAGEMENT 14 Business Plan Monitoring Report Noting 103 Report by Chief Executive 15 Meeting with Scottish Housing Regulator Noting 114 6.30pm Report by Chief Executive - 16 ITEM WILL BE TAKEN IN PRIVATE To 7.00pm Follow Board Members Expenses 17 Noting 119 Report by Director of Resources No Item Action Page No Time Annual Performance Report 18 Noting 123 Report by Director of Resources Welfare Reform Update 19 Approval 136 Report by Director of Operations Stock Condition Survey 20 Approval 143 Report by Director of Operations 21 Repairs and Maintenance Contract – 6 Month Service Review Noting 280 Report by Director of Operations 22 Response Repairs and Planned Maintenance Update Noting 291 Report by Director of Operations 23 Housing Allocations – Annual Report 2012/13 Approval 296 Report by Director of Operations INVESTMENT 24 Investment Programme 2013/14 Approval 310 7.00pm Report by Director of Operations POLICIES & STRATEGIES 25 Appointment of Consultant Approval 327 7.05pm Report by Director of Resources - 26 Tenant Participation Strategy To Approval 7.10pm Report by Director of Operations Follow PRIVATE SESSION Board Meetings 2012/13 Board Members Notes 30-May-12 27-Jun-12 05-Sep-12 13-Sep-12 28-Nov-12 20-Feb-13 19-Mar-13 29-May-13 Mairi Bremner George Lonie Special Leave Helen Smith 1 Jane MacKinnon Special Leave Special Leave David Blaney Norman M Macleod John A Maciver Donald J Macrae Kevin Paterson Angela Quail 2 Daniel Coyle Alasdair Mackenzie Calum Mackay 3 Iain Macmillan 4 1- Not re-appointed at AGM on 13 September 2012. Co-opted on at Board on 13-Sept-12, resigned 12-Oct-12 Member present at meeting 2 - Not re-appointed at AGM on 13 September 2012. Co-opted on at Board on 13 September 2012 3- Appointed as Community Rep at AGM on 13 September 2012 Member not present at meeting 4- Appointed as Co-optee at Board Meeting on 13 September 2012 Cancellation of travel due to weather/ technical problems Agenda Item 1 Special Leave Special Leave granted by Board Board Training 2012/13 05-Sep-12 28-Nov-12 14-Feb-13 Board Members Notes Property Factors HB & Welfare Reform Self Assessment Mairi Bremner George Lonie Helen Smith 1 Jane MacKinnon David Blaney Norman M Macleod John A Maciver Donald J Macrae Kevin Paterson Angela Quail Daniel Coyle Alasdair Mackenzie Calum Mackay 2 Iain Macmillan 1- Not re-appointed at AGM on 13 September 2012. Co-opted on at Board on 13-Sept-12, resigned 12-Oct-12 2- Appointed as Community Rep at AGM on 13 September 2012 Member present at meeting Member not present at meeting Cancellation of travel due to weather/ technical problems Agenda Item 3 HEBRIDEAN HOUSING PARTNERSHIP Board Minutes of Meeting held on Wednesday 29 May 2013 @ 5.30pm ITEM DISCUSSION PRELIMINARY PROCEDURAL MATTERS 1 Attendance & Apologies Present Apologies Staff & Consultants In Attendance David Blaney (Chair) George Lonie (Vice-Chair) Angus Lamont Norman M MacLeod Daniel Coyle Dena MacLeod Calum MacKay Daniel Coyle John MacIver Kevin P Paterson Alasdair MacKenzie Iona France Donald J MacRae Angela C Smith Angela Quail Laura-Jayne Davis John A MacIver Iain MacMillan Mairi Bremner It was agreed to grant George Lonie Leave of Absence for this meeting. 2 Declaration of Interest David Blaney declared an interest in Item 10 and stated that although he would remain in the room while the Item was under discussion, he would take no part in the discussion. 3 Minute of Board Meeting of 19 March 2013 The minute of the Board meeting of 19 March 2013 was submitted and approved as a true and accurate record of the proceedings of that meeting. 4 Action Sheets Kevin Paterson stated that the Conference Action Sheet ought to have come as part of a Conference Report and be renamed Conference Suggestion Sheet. The Action Sheets were approved subject to the Conference Action Sheet being renamed Conference Suggestion Sheet. 5 Date of Next Meeting It was agreed that the date of the next meeting will be 26 June 2013. 6 Health & Safety The Director of Operations advised that a coping stone fell from the roof of a three storey building on Lewis Street without causing damage. The rest of the building and those of similar construction were checked accordingly. MANAGEMENT 7 APSR 2012/13 The Corporate Governance Manager took the Board through the APSR for 2012/13 and advised that the previous year’s data was available on iPads for comparison. Several items were highlighted including the percentage of total rent collected – 97.5% - and Board Members and Officers were reminded that they should not lose sight of how good this was in the current environment. The Board was advised that the SHQS elements had been independently assessed by the contractor, David Adamson & Partners Ltd, as part of the Stock Condition Survey. A couple of elements were highlighted for checking regarding New Supply Stock and also SHQS Homes Improved numbers. They would be double checked and any changes input before the Chair validated the document. The Board approved the APSR for validation subject to a final check. 8 HHP Community Housing Ltd Business Plan The Director of Resources advised that the HHP Community Housing Ltd Business Plan (draft) had been presented to the Board of Directors of HHP Community Housing Ltd at a meeting prior to the Board meeting and had been approved. There were some banking issues outstanding regarding signatures and the transfer of capital from HHP, and the lawyer would draw up a loan agreement accordingly. The Board was now being asked to approve the Business Plan and transfer of £50k funding to HHP Community Housing Ltd. The Board agreed to approve the request from HHP Community Housing Ltd for seedcorn funding of £50k subject to reviewing and approving the appropriate loan documentation. 9 Outer Hebrides Community Planning Partnership Single Outcome Agreement 2013-23 The Chief Executive updated the Board on the status of the Outer Hebrides Community Planning Partnership Draft Single Outcome Agreement 2013 – 2023, to which HHP would be a signatory, and advised Members with regard to where they might view the Agreement. The Outer Hebrides Community Planning Partnership Draft Single Outcome Agreement 2013 – 2023 was noted. 10 Scottish Legal Aid Board Grant Funding Application The Director of Operations advised the Board that the purpose of the Report was to seek the Board’s authority to prepare and submit an application for grant funding from the Scottish Legal Aid Board for 3 posts. The maximum amount that could be applied for was £150k and the closing date was 23 June 2013. The Board approved the request that a submission be made to the Scottish Legal Aid Board for grant funding. INVESTMENT 11 Investment Programme 2013/14 – Delegation The Director of Resources advised that in respect of the current year’s Investment Programme delegations were being sought for the Director of Resources to vire up to £100k from efficiencies on the 2013/14 Investment Programme and for the Director of Operations to bring forward Investment works from the proposed 2014/15 accordingly, should any savings be made. It was agreed that: a) the Director of Operations be authorised to bring forward items for the proposed 2014/15 Investment Programme in the event of efficiency savings being delivered on the 2013/14 Investment Programme; b) a limit of £100K be set for the items which can be brought forward, approval from the Chair must be given and any action reported to the next Board meeting; c) the Director of Resources be authorised to vire up to £100K from efficiencies on the 2013/14 Investment Programme to fund items brought forward by the Director of Operations from the 2014/15 Investment Programme; and d) the virements at Appendix 1 be homologated. Chairperson Mr David Blaney SIGNED ………………………………………………………. DATE ………………………………………………………. Agenda Item 4 Board Action Sheet Action MINUTE Point NUMBER ACTION TO BE TAKEN ACTION BY PROGRESS 1 29 May 13 Application to be made to the Scottish Legal Aid Board by 23 June 2013. Director of Operations (10) 2 27 Jun 12 Further report to the Board on rent structure once financial implications for Director of On hold due to Welfare Reform Implications. Business Plan have been reviewed and agreed. Resources (14) 3 27 Jun 12 Report back to Board re the use of HHP’s subsidiary for factoring purposes. Director of Draft Business Plan prepared and presented to Board in May Resources 2013. (15) 4 24 Jun 08 The Chief Executive be given delegated authority to reduce or write off the Chief Executive Awaiting action from Comhairle Chief Executive.