Board Minutes
22 July 2009
Board meeting summary notes
The following is a summary of the key issues from a Board meeting held on 22 July 2009:
The Association’s Regulation Account Manager from the Tenant Services Authority was in attendance at the meeting to observe and get first hand experience of Muir’s Board in action.
Housing Services Performance Tracker Report 2009/10
The Housing Services Performance Tracker Report 2009/10 showing the performance up to June 2009 was considered and a number of points noted including:
Customer profiles – profile information is available for a high number of households and efforts are now being concentrated on the outcomes of the exercise and tailoring services accordingly.
Homes with a valid CP12 (Gas Service Certificate) – the performance of 99.7% has remained static. At the time of preparing the report there were 9 units with an overdue CP12 of which 3 are now complete, 1 gas supply has been capped off, 2 have appointments for the service to be undertaken and 3 are subject to court action. The longest outstanding gas service is 95 days which is due to the fact it has taken 3 months to get a court hearing. During this time every effort has been made to gain access and complete the service.
Arrears – performance has improved slightly and a full report will be presented to the Board in September with the outcome of a recently completed income management continuous improvement review.
Service Improvement Plans 2009/10 – Updates
A report on the departmental service improvement plans had been circulated. The report provided a summary overview of progress plus more detail by exception where progress against target has slipped.
Risk Report 2009/10
Following a Board seminar in November 2008, conducted by consultants Hargreaves Risk & Strategy (HRS), the Board had decided to appoint HRS to work with the Association to bring its approach to risk management to a best practice standard.
HRS was appointed and has worked with the Association’s officers in producing a database which identifies key risks, the causes, and controls in place for each risk. Risk and control owners have also been identified. For each risk a probability and impact assessment has been completed based on a 5x5 matrix.
A number of reports had been circulated including the Risk Report: Causes & Assessment for those risks with an impact score of 5 or a total score of 7 or higher; a copy of the Risk Matrix Report; and the full Risks Map Report covering all risks controls and actions.
The Managing Director of HRS gave a presentation to the Board on the progress made since November 2008; a sector risk update; the role of the board and the Association’s top risks.
Development Control
A Continuous Market Engagement (CME) Bid for a development in Huntingdonshire was approved.
Draft Annual Financial Statements
The draft annual financial statements for the year ended 31 March 2009 had been circulated and the Director of Finance highlighted the main points and were approved by the Board.
Financial Plan 2009/10
The Financial Plan for 2009/10 was presented including a synopsis explaining the assumptions used to generate the plan and a critical analysis of the assumptions, risks and sensitivities.
Internal Controls Assurance
A report to the Audit Committee and subsequently to the Board had been issued by the Chief Executive and Directors detailing the Association’s systems of internal control. The Chief Executive highlighted the main points. The Board agreed that the report from the Chief Executive and Directors had enabled the Board to conduct an annual review of the effectiveness of the system of internal control
Self assessment of compliance with TSA Regulatory Code (SACS)
The Self assessment of compliance with the TSA Regulatory Code report was considered. The report lists the requirements of the Regulatory Code, with comments against each requirement of whether the Association is or is not compliant, and citing evidence to demonstrate compliance and areas for improvement with corresponding timescales for action. Following review the Board approved the report for submission to the TSA and concluded that the Board considers the Association to be fully compliant with all areas of the Regulatory Code.
Audit Committee Annual Report to the Board
A report had been circulated providing details of the work of the Audit Committee over the last twelve months.
Recruitment & Election of Board Members
A revised recruitment and election of Board Members procedure had been prepared. This must be complied with by any candidate for election as a board member. The Board reviewed the procedure and suggested some minor amendments before approving the document.
Forward Programme Reporting
The Board approved a proposed forward programme reporting format that will form part of the quarterly development report.
Amendments to the Development Strategy
A report had been circulated proposing two changes to the 2009/10 Approved Development Strategy. The changes relate to preferred unit types and use of recycled capital grant fund and disposal proceeds fund. The changes were approved.
Annual Review of Complaints
A detailed report had been circulated providing an overview of performance regarding the Association’s complaints process and highlights of the positive feedback about services received.
Shared Ownership Report
A report had been circulated and an updated report was tabled showing the progression of the Association’s sales programme.
Regional Governance Strategy
The Board had asked the Management Team to review the proposed new regional governance strategy and assess the cost implications of introducing the new regime. It was confirmed that this had been discussed and the recommendation is to introduce the new strategy in four phases. It is only the latter phase, introduction of the scrutiny panel, which is likely to incur additional costs in the form of commissioning independent advice for the panel and this will be given further consideration and be presented to the Board for decision at a later date.
It was reported that a letter and proposals will be sent, from the Chairman, to the current regional committee members on 25 July advising them of the new regional governance strategy proposals.
Minutes from previous Board meetings
11th June 2009
