Board of Management
Meeting Date 26/11/2014
BOARD OF MANAGEMENT
MEETING ABBREVIATED MINUTES
Meeting Date: 26/11/2014
Meeting Location: Ewart House
Approval:
Recorded By: Nila Shah
ATTENDEES
Name (and initials)
Christopher Holley (CH)
Tracey Baldwin (TB)
Barry Ingate (BI)
Michael Shelton (MS)
John Newby (JN)
Norman Shurrock (NS)
Title
CEO
Finance and Resource
Manager
Chair
Vice Chair
Board member
Board member
Andrew Hall (AH)
Petra Gratton (PG)
Ray Green (RG)
Philip Dean (PD)
Board member
Board member
Board member
Board member
1 APOLOGIES FOR ABSENCE
Name (and initials)
None
Title
2 MINUTES OF PREVIOUS MEETING – 16TH JULY 2014
Notes on discussion
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BI thanked all staff for organizing the Houses of Parliament event.
CH said to note the final of the 50th anniversary events on the Sunday 19th April and
all are welcome.
BI Welcomed all.
BI opened with a prayer.
BI read through the minutes there are some spellings and typo and signed with a few
amendments. Romy to amend.
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Board of Management
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Meeting Date 26/11/2014
CH reported that IK had resigned from the Board of Management.
CH advised the Board that in the current newsletter new Board members would be
elected at the AGM.
PD suggested that we have a summary of the minutes and the decisions made. MS
pointed out that due to the charitable status that statements are clearly made which
are warnings and a record needs to be kept and said he is not favour of a general
summary.
CH said that the minute writing will be discussed at SMT and Nila to attend to discuss
how we structure the minutes for future meetings.
3 Matters Arising
BI said that there was nothing specific arising from the last minutes.
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CH said there is one thing that he did not think that he had agreed to produce a whole
new treasury strategy for this meeting. TB said, no we said we would need to think
about a new strategy. CH said that he and TB would like to look at a new strategy as
our current strategy is about 10 years old.
CH has discussed lending Treasury issues with Santander and they are willing to help
us look at how we develop a Treasury Strategy.
SUMMARY OF KEY DECISIONS MADE
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CH advised the Board that in the current newsletter new Board
members would be elected at the AGM.
CH said that the minute writing will be discussed at SMT and Nila to
attend to discuss how we structure the minutes for future meetings.
Budgets were discussed in detail in Finance committee. BI mentioned
there were a few errors in the adverse and TB will correct these.
FRS102 TB to provide a detailed report for the next Board meeting and
this will impact from September 2015 and will have to restate the
September 2014 accounts too.
It was agreed that the Finance Committee look at the charging
process. As this process takes 3 months to do.
TB to circulate the valuation to the Finance Committee and certainly to
the Board.
All the Board members agreed the budget.
CH said we need to agree the extention of the time which is £60k and a
few minor additional sums as we go along and report this to the next
Board decisions which will have to be made by SMT and the DAMP
committee.
BI are we all in agreement to accept the £60K.
All the Board members agreed.
CH said that there is another decision which is on Wolstenholme and
the feasibility study?
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Board of Management
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Meeting Date 26/11/2014
Delegate myself and one other Board member whether we spend £10k
to have a feasibility study or not subject to meeting Fairview next week
Wednesday?
The Board member agreed to delegate authority to the Chairs of DAMP
and Finance Committee and spend £10k.
CH said we have to sign the transfer of engagement letter. Board
needs to decide if we sign this.
CH said he would like it to be agreed for the letter from Santander to be
signed by him and MS. CH said he and MS have been through this
and our lawyers have been through this too.
BI are we happy to give some delegated powers to the Santander and
the one for the HCA? CH said could I ask that CH and MS sign off all
the letter to Santander and HRHA documents
CH said as a Board are you recommending and you endorsing the
merger with HRHA?
BI said yes and all Board members agreed the sign off of the
Santander letter and the document from the HCA?
BI said all Board members of are happy to give the delegated powers
subject to the approval of both of the groups of shareholders voting?
All members agreed.
TB to report final figures for staff salaries at the next Board meeting.
BI asked the Board are we happy to accept the credit cards?
Board agreed to accept Visa and Mastercard as methods of payment
for the Handyperson Service and not to accept Diners and American
Express.
TB to report this at the next Board meeting?
CH to circulate the summary table to the Board of member after the
meeting. CH suggested look at the last VFM statement in the annual
accounts. The VFM for our tenants is about the number of life time
homes we have and not the cheapest price and improving the quality of
life for some of the most vulnerable people and welcome any
comments.
TB said Johnathan at the planning meeting at beginning of month
asked that he would like the VFM and the Chair’s Report at the
beginning of January.
The Board agreed that to and Revd Karlene Kerr may also join on the
Housing Services Committee and be elected on the Board at the AGM
too. This would enable Michael Carmody to step back.
All Board members to have a look and comment to CH.
BI said if anybody does have any comments on this then let CH know.
CH asked RG if could assist as Chair of Finance and PG as Chair of
DAMP, both agreed to assist CH.
Housing services change the date to Monday 8th of July instead of 6th
July.
JN suggested that we put in Sunday 19th April at 3 pm the service at
the Harrow Baptist Church.
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Board of Management
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Meeting Date 26/11/2014
TB said that another Finance Sub Committee will be needed before the
AGM for the full set of accounts to be signed. All the Board members
will be agreed. CH suggested that Board members will be delegated
on the 11th February this must go on the Board agenda.
BI said that all the board member agreed to the staff Christmas party.
JN agreed and members agreed.
SUMMARY OF POST MEETING ACTION ITEMS
Action
Assigned To
TB
Deadline
Not Given
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TB to circulate the
valuation to the
Finance
Committee and
certainly to the
Board.
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TB
TB to report final
figures for staff
salaries at the next
Board meeting
CH to pass on the CH
contact details via
an email to the
chair or Vice
Chair.
11th February 2015
BI said if anybody Board
has any comments
then let CH know.
TB to report this at Tracey
the next Board
meeting?
Nila
To circulate the
changes and
corrections to the
Draft Calendar of
meetings for 2015.
Board
TB said that
another Finance
Sub Committee
will be needed
before the AGM
for the full set of
accounts to be
signed
Not Given
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5th or 10 December
2014
11th February 2015
ASAP
Before 25th March 2015
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Board of Management
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Meeting Date 26/11/2014
TB and CH to look TB and CH
at the Job Shop at
Brunel University.
TB
Budgets were
discussed in detail
in Finance
committee. BI
mentioned there
were a few errors
in the adverse and
TB will correct
these
Not Given
ASAP
NEXT MEETING
Next Meeting: Ewart House 11/02/2015 5.30 pm
Minutes prepared by: Nila Shah 26/11/2014
Minutes Approval:
I approve these minutes as an accurate record of the meeting above:
…………………………………………….. Chair Person – Barry Ingate
26/11/2014
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