Making our house your home BOARD AGENDA 27 JUNE 2018 PRELIMINARY MATTERS Item Description Presented By Action Page No Time 1 Attendance & Apologies Chair Noting 3 2 Declaration of Interest Chair Noting - 3 Minute of Board Meeting Chair Approval 5 23 May 2018 5:30pm Chief 4 Action Sheet Noting 9 - Executive 5:40pm 5 Date of Next Meeting Chair Approval - 29 August 2018 6 Health & Safety Director of Noting - Operations ITEMS FOR DECISION Item Description Presented By Action Page No Time 7 Annual Report & Financial Director of Approval 11 Statements for 31 March F&CS 2018 8 SHR Returns Director of Approval 81 F&CS 9 Budgetary Performance Director of Approval 99 5:40pm for Year Ended 31 March F&CS 2018 - 6:10pm 10 Tenant Participation Director of Approval 111 Update Operations 11 Investment Programme Director of Approval 113 Procurement 2019-23 Operations 12 Housing Allocations Director of Approval 124 Annual Report 2017/18 Operations POLICIES FOR APPROVAL Item Description Presented By Action Page No Time 13 Risk Management Policy Chief Approval 144 6:10pm & Strategy Executive - 14 Naming a Development Chief Approval 153 6:20pm Policy Executive MONITORING & UPDATE REPORTS Item Description Presented By Action Page No Time 15 Business Plan 2015/16 – Chief Noting 161 2019/20 Monitoring Executive Report 16 Financial Regulations Director of Noting 183 F&CS 17 Management Report to Director of Noting 184 6:20pm 31 May 2018 F&CS - 18 Investment Programme Director of Noting 207 6:50pm Monitoring Report Operations 19 Stock Condition Survey Director of Noting 212 Operations 20 Funders Valuation Director of Noting 215 F&CS MEETING GOES INTO PRIVATE SESSION 2 Agenda Item 1 Board Meetings 2018/19 Board Members Notes 23-May-18 27-Jun-18 29-Aug-18 30-Aug-18 21-Nov-18 Norman Macleod Mairi Bremner Daniel Coyle Alasdair Mackenzie Calum Mackay Iain Macmillan Kevin Paterson John Mitchell Roddy Mackay John Mackay Dolene Smith 1 Member present at meeting 1 - Appointed as a Tenant Member on 23 May 2018 Member not present at meeting Cancellation of travel due to weather/ technical problems Member not required to be present at meeting Special Leave Board Training 2018/19 Board Members Notes Mairi Bremner Daniel Coyle Alasdair Mackenzie Calum Mackay Iain Macmillan Kevin Paterson Roddy Mackay Norman Macleod John Mitchell John Mackay Dolene Smith 1 Member present at meeting 1 - Appointed as a Tenant Member on 23 May 2018 Member not present at meeting Cancellation of travel due to weather/ technical problems Member not required to be present at meeting Agenda Item 3 HEBRIDEAN HOUSING PARTNERSHIP Board Minutes of Meeting held in HHP Board Room, Creed Court, Wednesday, 23 May 2018 @ 5.30pm ATTENDANCE & APOLOGIES Attendance & Apologies 1 Present Staff & Consultants In Attendance Norman Macleod (Chair) Dena Macleod (Chief Executive) Calum Mackay (Vice Chair) John Maciver (Director of Operations) John Mackay Donald Macleod (Director of Finance & Corporate Mairi Bremner (by phone) Services John Mitchell Angela Smith (Corporate Governance Manager) Iain Macmillan Peter O’Donnell (Investment Manager) Alasdair Mackenzie Isabel Macmillan (Debt Management Officer) Roddy Mackay James Morrison (Finance Assistant) Apologies Rona Morrison (Customer Service Assistant) Danny Coyle Angus Macneil (Assets & Contract Manager) Kevin Paterson Jonathan Fairgrieve (Modern Apprentice) Donalda Mackinnon (Lewis Area Manager) Angus Smith (Corporate Resources Manager) Gary Macleod (Service Development Manager) Jane Ballantyne (Tenant Participation Officer) Iona France (Governance Admin Officer – Minute Taker) PRELIMINARY PROCEDURAL MATTERS 2 Declaration of Interest There were no Declarations of Interest. 3 Minute of Board Meeting 21 March 2018 The minute of the Board meeting of 21 March 2018 was submitted and approved as a true and accurate record of the proceedings of the meeting. 4 Action Sheet Item 5 The Chief Executive advised that Exclamation Marketing has been appointed to provide external support for PR and communications and a meeting has been arranged prior to the June 2018 Board meeting. Item 20 The Director of Operations advised that the Housing (Scotland) Act 2014 will be before Parliament in June 2018 with provisions being enacted by May 2019. Item 23 Approval has been received from the Regulator and the Funder for the disposal of properties at Braehead. Item 27 There have been no expressions of interest of Shared Equity at Corran Ciosmul. The Action Sheet was noted. 5 Date of Next Meeting The date of the next meeting will be 27 June 2018. 6 Health & Safety There was nothing to report. ITEMS FOR APPROVAL 7 Annual Return on the Charter 2017/18 The purpose of this report was to present the Partnership’s Annual Return on the Charter (ARC) 2017/18 and Energy Efficiency Standard for Social Housing (EESSH) to the Board for review and approval. The report summarised performance on arrears, voids, repairs, development and lettings and provided comparisons to the previous year’s data. The Director of Finance & Corporate Services highlighted several areas where performance had improved since last year including the average length of time taken to complete emergency repairs and arrears. The Board reviewed and approved: a) the Annual Return on the Charter; and b) the EESSH. 8 GDPR Preparation This report updated Board Members on the preparation for the introduction of the General Data Protection Regulation (GDPR) and presented various supporting documents for consideration and approval. GDPR comes into effect on 25 May 2018 and HHP has been ensuring adequate arrangements are in place by the implementation date. The Board: a) reviewed and approved Privacy Policy; and b) noted the GDPR documentation provided on the Board Information Bulletin. 9 New Board Member Appointment This report asked the Board to consider the appointment of a new Tenant Board Member. Miss Dolene Ann Smith who is a Lewis Tenant and HHP Member, expressed interest in joining HHP’s Board, Miss Smith has met with the Governance Team and completed appropriate paperwork in support of her application. The Board considered the options whereby Miss Smith could be appointed to fill the vacant Harris Tenant Board Member post, in accordance with Rule 37.3, or be co-opted to the Board as a Tenant Member. In either case the appointment would be until the AGM in August 2018. The Board approved the appointment of Miss Dolene Anne Smith to the Board to fill the vacant Tenant Board Member post. 10 Quarterly Treasury Report The report informed the Board of the Treasury Management activities for the fourth quarter of 2017/18 and also sought approval for the limit of cash surpluses to be held by one institution be increased to £2.5m. The current limit of cash surpluses held by one institution is £1.5m. It is proposed to increase this limit to spread deposits over the existing approved institutions whilst maximising the amount of money on deposit in the highest interest bearing facility. Calum Mackay asked if this would increase the risk to HHP and the Director of Finance & Corporate Services advised that any risk is mitigated through the Annual Financing Strategy and the annual review of approved bank’s credit worthiness. The Board: a) Approved the limit of cash surpluses to be held by one institution be increased to £2.5M; b) Noted the quarterly report on the Analysis of Investment and Borrowing; c) Noted the outstanding loans at 31 March 2018 of £4.95 million; and d) Noted the cash balance at 31 March 2018 of £10.759 million. 11 Investment Programme This report provided an update on the delivery of the 2017/18 Investment Programme, the tendering of the 2018/19 Investment Programme and advised Board Members of the proposed legislative requirements for additional smoke and heat detectors to be installed in all housing. The report also sought approval to accept the proposal from SSE for the provision of external wall insulation to Swedish timber houses at Dunmore Crescent, Leverburgh. The Assets & Contracts Manager advised that the majority of works for 2017/18 have been satisfactorily completed and the 2018/19 programme is underway with contracts having been awarded for a significant proportion of the works. A proposal has been received from SSE to carry out external insulation works at Dunmore Crescent, Leverburgh. It is not proposed to tender this work as the price is competitive and includes detailed specifications and project management. The Director of Operations advised that, subject to Board approval, once timescales are available from SSE, the affected tenants will be informed. The Investment Manager advised that during heating works in Plasterfield asbestos was found on a panel in a bathroom. Appropriate safety advice measures have been put in place to ensure the panel is not disturbed. Letters have been issued to affected tenants and to private households to advise them of the position. The Assets & Contracts Manager advised it is highly likely legislative changes to heat and smoke alarms installations will be put in place and additional protection will be required across all stock. An update will be provided to the Board once more information is known. ALT Consultancy has been appointed to provide consultancy support on the Investment Programme procurement. Representatives from ALT Consultancy are due to meet with the Investment Working Group in June 2018. The Board: a) Agreed to accept the proposal from SSE for the provision of external wall Insulation to Swedish Timber Houses properties at Dunmore Crescent. Costs of £276k to be met from insulation budget; b) Noted the update pending requirements for smoke and heater detectors on the Housing (Scotland) Act 2014; c) Noted the appointment of ALT Procurement for consultancy support for the Investment Framework Procurement 2019-2023; and d) Noted the issue with asbestos at 1-50 Plasterfield. 12 Fuel Poverty Update The report updated the Board on the works and initiatives being undertaken to reduce the level of fuel poverty on HHP tenants.