Board | 11 October 2011 | Item B83.11/12
Agenda Item No: B83.11/12
Minutes
Board Meeting
Tuesday 13th September 2011 at 4.30pm, Nexus House
Present
Members
Chris England (CE) – Chair
David Taylor (DT)
Chris Freegard (CF)
Rhys Richards (RR)
Cissie Beal (CB)
Colin Symonds (CS)
Graham Briscoe (GB)
Jane Mudd (JM)
John Harrhy (JH)
In attendance:
Peter Cahill (PC)
Lynda Clark (LC)
Robert Lynbeck (RL)
Nick Hampshire (NH)
Adela Rogers (AR)
Joanna Fairley (JF)
Darshan Matharoo (DM)
Peter Griffiths (PG)
Emily Pearce (EP)
Chief Executive
Director of Finance & IT
Director of Housing & Regeneration
Director of Asset Management
Director of Corporate Services
Communications & Governance Manager
Head of Regulation – Welsh Government
Senior Regulation Manager – Welsh
Government
Minute Clerk
Designated Observers:
Christine Kemp-Philp (CKP)
Peter Gillon (PG)
Citywide Panel
Citywide Panel
A warm welcome was given to the other observers attending the open Board
Meeting.
Those present introduced themselves to the Head of Regulation and our Senior
Regulation Manager.
B64.11/12 - Apologies for absence
Apologies for absence were received from Angela Jones, Nora Rogers, Tony Jones &
Gill Ford.
Board Minutes
Page 1 of 7
Signed ………….
Board | 11 October 2011 | Item B83.11/12
B65.11/12 – Declarations of Interest
There were no Declarations of Interest.
B66.11/12 - Minutes of the Meeting held on 7th July 2011 & Matters Arising
The following amendment was made to the Minutes;
 Page 6, action point to be added to address a joint meeting to take
place next year between the Audit Committee and the Finance & IT
Sub-Committee.
EP
Action List
Chair’s Report – with regard to a report on waiting lists, it was noted that
there was a delay on the introduction of the Common Housing Register. It
is anticipated that it will be implemented from April 2012.
Following a query, it was agreed that a clearer timeline for updates on
actions would be added to the Action List.
EP/PC
Resolution:
 The Board approved the Minutes of the Meeting held on 7th
July 2011 and the Matters Arising report.
B67.11/12 – Minutes of the Corporate Services, Asset Management &
Investment and Finance & IT Sub-Committees
Corporate Services Sub-Committee
Members noted the Minutes from the Corporate Services Sub-Committee
which took place on 21st July 2011.
Asset Management & Investment Sub-Committee
The Chair of the Asset Management & Investment Sub-Committee updated
Members.
Following a query, NH agreed to provide a report on the costs associated
with the Woodside conversions to a Member.
NH
Following a query regarding adaptations, the Chief Executive stated that the
Association may qualify for physical adaptations grant from the Welsh
Government if the current funds run out but the pace of spend and the local
authorities’ strategic role remained areas to monitor.
Board Minutes
Page 2 of 7
Signed ………….
Board | 11 October 2011 | Item B83.11/12
Finance & IT Sub-Committee
Members noted the Minutes from the Finance & IT Sub-Committee which
took place on 28th July 2011.
B68.11/12 – Use of Seal
Following a query regarding the application for sale of small parcels of land,
Members agreed to invite Paul Thomas, Head of Assets & Estates, to a NH
future Asset & Investment Sub-Committee meeting to explain the process in
more detail.
Resolution:
 Board Members noted and accepted the use of the Company
Seal.
B69.11/12 – Share Membership
The Board was asked to consider and authorise Share Membership
applications from 320 Residents taking the total to 1,224.
Following a query, it was agreed to gather comparative data from other
stock transfer associations on share membership.
JF
JF stated that the percentage of Share Member’s per area would be
presented at the next Corporate Services Sub-Committee meeting in
October.
Following a previous Board action, the Chief Executive stated that ways in
which to involve share members in the work of the association were still
being considered.
Resolution:
 The Board approved Share Membership applications from all
320 applicants.
B70.11/12 – Chair’s Report
The Chair reported that Tony Gray & Ken Powell, who were Members of the
Shadow Board and, in the case of Tony Gray, had sadly passed away. The
Chair stated that he had written a letter to Tony’s widow and was in the
process of writing to Ken’s family to pass on the Board’s condolences.
CE
The Chair informed Members that he had been approached by Nick Bennett
of CHC seeking the Board’s approval for the Chief Executive to remain Chair
Board Minutes
Page 3 of 7
Signed ………….
Board | 11 October 2011 | Item B83.11/12
of CHC for another year.
Members stated that they supported this and it was important to support
the personal and professional development of all NCH staff.
The Chair stated that he would inform Nick of the Board’s approval.
CE
The Chair expressed thanks to all staff and resident volunteers for their
hard work in making the Resident Festival such a success.
B71.11/12 – Regulation Update
Darshan Matharoo gave Members an overview of progress in establishing
regulation and undertaking assessments for housing associations
throughout Wales and progress with the Housing Measure.
Following a Member query DM agreed that as part of the independent
quality assessment process assessment reports would be written in plain
English as far as possible, but stated that certain regulation terms would be
used.
Peter Griffiths, the newly appointed Senior Regulation Manager from Welsh
Government, introduced himself to the Board. PG stated that over the
coming months he would get to know the Association more and would be
undertaking an assessment of NCH’s work in the areas of finance,
governance and service provision to residents during the course of the year.
B72.11/12 – Management Accounts – Quarter 1
LC presented the Management Accounts for the first three months of the
year.
LC stated that senior staff would be meeting in September to review how
expenditure against individual budgets is progressing and whether any
changes are required. It was emphasised that such discussions would be
cast in terms that stressed prudence and the wise use of the approved
budget.
LC
LC
Following a query, LC agreed to provide information regarding other
debtors.
A Member queried progress on the Feed in Tariff scheme and the Chief
Executive stated the issue regarding corporation tax liability had been
confirmed. The Chief Executive stated that options, including establishing a
subsidiary, would be explored at the Board away day in October.
Board Minutes
Page 4 of 7
Signed ………….
Board | 11 October 2011 | Item B83.11/12
Resolution:
 Board Members agreed the Management Accounts for the
period ending 30th June 2011 for Lender approval.
B73.11/12 – Commercial Property Policy
Following the recent Asset Management & Investment Sub-Committee, NH
informed Members of a Commercial Properties Policy which will provide a
clear framework to manage the portfolio of premises NCH owns, as well as
enabling the Association to support social enterprise and charitable uses of
NCH properties.
NH
Following Member queries, NH agreed to amend policy aims to;
 move the statement on supporting below market value lettings to
follow the first aim and;
 augment the aim to ‘achieve maximum income’ to make it clear that
full letting or utilisation of commercial properties was required.
Resolution:
 Board Members approved the Commercial Properties Policy.
B74.11/12 – St John’s Court – rent adjustment
LC stated that the report sought Board approval that the homes at St John’s
Court be removed from the rent roll prior to an option appraisal being
undertaken.
Following a query the Chief Executive stated that ideas around option
appraisal at this and other schemes would be discussed at the Board away
day in October.
Resolution:
 The Board approved that the homes in St John’s Court be
removed from the rent roll.
B75.11/12 – Presentation on improvements to high rise blocks
NH & RL gave a presentation on the management, investment/technical
and consultation challenges NCH would need to address to begin to tackle
the three tower blocks - Milton Court, Greenwood and Hillview.
Board Minutes
Page 5 of 7
Signed ………….
Board | 11 October 2011 | Item B83.11/12
NH stated that no plans had yet been approved for the blocks but
consultation/engagement had identified residents’ views on options in terms
of layout and heating options which would need to be resolved in final
proposals. It was noted that officers had met with the six leaseholders
affected to explain costs involved with the block upgrades. Leaseholders
were provided with an indication of works that NCH proposes to carry out
and the costs. Members queried whether there was a more economic
solution available, as the estimated investment was significant.
NH stated that a dialogue had begun with residents of the blocks and
information and ideal home events were planned to obtain input for the
consultation process.
Following a query, NH stated that the internal and external works would be
carried out whilst residents remain in occupation whilst seeking to cause as
little disruption as possible. NH also stated that heating solutions presented
technical challenges in addition to ensuring the most effective cost in use
for residents.
Following a query, it was noted that fire safety works were already being
carried out within the blocks.
NH stated that the costs involved had been included into the business plan
and options would be explored to agree a way forward. This would require
Asset Management and Investment Sub-Committee review and ultimately
Board approval.
NH
B76.11/12 – Rents Proposals Update
PC stated that NCH’s response to the Rents Proposal consultation had been
submitted to the Welsh Government but there had been no further
announcement. PC indicated that a briefing note may be distributed in
October and an update would be provided to Members as soon as it was
available.
PC
B77.11/12 – Performance Review
PC stated that following Board and ET Away Days in April, an ‘in year’ clear
performance/improvement approach was introduced and presented at the
May Board Meeting.
The Annual Performance Priorities (APP) provides a sharper focus and has
been established across the Association.
Members noted that there had been an improvement in the letting of empty
homes.
Following a Member query, PC stated that a target had not been set by
Board Minutes
Page 6 of 7
Signed ………….
Board | 11 October 2011 | Item B83.11/12
Board to monitor the % of people working for NCH from the Newport area.
AR and the Chair of Corporate Services, whilst noting the constraints in
terms of employment legislation, indicated the efforts being made to
employ local people by a range of initiatives. However, it was noted that
this matter would be reviewed when the Board set performance targets
going forward.
PC/AR
Members noted the report.
B78.11/12 – Board Away Day agenda
PC reviewed the proposed agenda as agreed with the Board Chair and Vice
Chair. Members noted the agenda, but agreed that discussion on business
planning and future options should be the priority.
Following a query, PC stated that a ‘special’ Housing & Regeneration SubCommittee meeting had been scheduled for 31st October 2011 to discuss
the Pill regeneration and would include residents and stakeholders.
B79.11/12 – Any Other Business
There were no items.
Following feedback from the two observers at the meeting, AR confirmed
that an audio system was being procured to assist with future Board
Meetings.
AR
B80.11/12 – Date of Next Meeting
11th October 2011.
End of meeting at 19:15PM
Signed
…………………………………
Dated
…………………………………
Board Minutes
Page 7 of 7
BOARD CHAIR
Signed ………….