Homes in Sedgemoor Board
The purpose of Board meetings is to make decisions, to set and evaluate strategy, to review the company’s performance and to direct its affairs
Board minutes of the in-person Board Meeting held in the Sedgemoor Room in Bridgwater House, Bridgwater on Tuesday 26 July 2022 at 1.30pm
Board Members
Cllr Janet Keen
Cllr Kathy Pearce
Cllr Lance Duddridge
Jenny Vernon
Karen Wilce
Marie Hide
Paul Stephenson - Chair
Claire Tough, Director of Communities and Customer Service
Naomi Macey, Director of Asset Management & Safety
Pauline Kelly, Executive Assistant (minutes)
Peter Hatch, Chief Executive
Guests
Ann Hooper, STAC member
Teresa Harvey, Assistant Director, SDC
Emma Jones, Systems Manager (Item 9)
Rob Jones, Revenue & Service Charge Accountant (Items 11 & 16)
Sujitha Herren, Finance & Performance Officer (Items 15 & 16)
Katy Barry, Investment & Retrofit Lead (Item 14)
Duncan Harvey, Housing Development Manager (Confidential Item 22)
1 Welcome guests and note apologies
PS welcomed the guests.
Apologies were given on behalf of Paul Hackett and Ben Lane. Presentation: MEL report on STAR Customer Satisfaction for 2020/21 (annual update)
Jordan Harrold, MEL gave a presentation on the customer satisfaction report for 2020/21 and a copy of the full report can be circulated on request.
2. Declarations of Interest
JK declared an interest in confidential Item 22. Potential New Development Acquisition. JK is a Trustee of the Morland Hub so felt this was a prejudicial interest, however as this item was for information only, JK remained in the meeting.
No further interests, outside of those recorded for each Board member, were declared.
3.
Draft Minutes
Recorded on 31 May 2022
Board agreed the minutes recorded are a true record, with the following amendments.
Item 13e. External Audit – amend JV to BL for the draft agenda for consideration. RESOLVED
• Board NOTED and APPROVED the minutes.
4. Matter Arising recorded on 31 May 2022
Members noted the matters arising from the Board meeting held on 31 May 2022.
RESOLVED
• Board NOTED the matters arising.
5. Chair’s Update Report
No questions were raised, and members noted the update.
RESOLVED
• Board NOTED the contents of the report.
6. Chief Executive’s Update Report
JV asked if Project Matrix could be outlined as she had not attended the October Away Day.
CT explained that our working patches have been reduced to provide for focused servicesfour patches covered by:
2x Housing Officers working in the new generic role
1x Income officer
1x Homes and Lettings officer
1x Surveyor
1x Independent Living Officer
This gave a more even spread and support during times of holidays/absence or workload.
No further questions were raised, and members noted the update. RESOLVED
• Board NOTED the contents of the report.
7. Chair of Audit and Risk Update (verbal)
JV gave an update and the following highlights were noted.
• Bishop Fleming were very positive about working with BL and the team, noting that it was exceptional. As noted in BL’s paper, ARC will be keeping an eye on the pension liability.
• Risk Register: ARC were very pleased with the register and benefitted from the Exec Team having looked at this ARC recommend that the register be provided at Board for members’ information.
• SWAP Annual Report: all actions have been taken on board with only a few low priority task in June
• Gas Safety and Water Checks: excellent review
• All outstanding actions to be completed by September.
• JV informed members that NM drafted an excellent ‘lessons learned’ report for La Ciotat House and this comprehensive report will be used to move forward. JV is happy for members to have a copy of this report on request.
• KPIs: ARC is looking at the Management Agreement KPIs as there are several red actions and the committee will be monitoring closely.
• Rachel Palmer gave an excellent customer focus presentation, noting RPs plan to look at all surveys as a whole.
• BL looking at different ways to report back on financial controls, trialling what works and what does not, to get slight improvements. BL is reporting back at every ARC meeting.
PS thanked JV and committee members for giving added assurance to Board. RESOLVED
• Board NOTED the verbal report.
8. STAC Update
CT gave an update and the following highlights were noted.
• The committee met on 14 July to discuss several decisions items, one being to consider future tenants on the Board.
STAC felt having tenants on the Board enhanced the customers’ position. Enhanced skills on the Board will improve the organisation. There was some debate about the need to have three councillors and also independents on the Board from outside the patch. Two tenants as a minimum on the Board to ensure customer strength. STAC felt that Board members need to be from the patch to have some knowledge of the area.
• Review of improvement groups and the performance scorecard.
• Group also agreed to adopt the Standards for Effective Meetings.
• KW advised that everyone joined in the debates at STAC, which overall were good and will help shape the organisation going forward.
• PS noted there were some significant pieces of work for our tenants to work through and he thanked CT and STAC members for their hard work. CT to pass on Board thanks to STAC. PS also thanked Exec Team colleagues for modifying the amount of information in the Board pack, noting for members that further information is available on request.
This is more manageable pack for members however PS asked members to raise the issue if they feel we are missing anything.
• JV noted that the agenda was smaller and therefore could focus on papers.
• KP also thanked ET for taking this on board
RESOLVED
• Board NOTED the contents of the report.
9. ICT & Digital Strategy
EJ joined the meeting to give an update in BL’s absence and the following highlights were noted.
• The ICT & Digital Strategy was written in consultation with consultants Freeman Clark and also conversations with colleagues. It is designed to take us forward for the next 3 years.
• In brief, it is about embracing new ways of working for staff and customers in digital ways, however we are not looking to exclude those who do not have technology available or confident in their IT skills.
• A strategy update will come back to Board every six months
• PS saw that customers are featured throughout the document and he would like customers involved in the steering group.
PMH noted that BL and EJ agreed with this.
• JV asked if there are plans in place to measure how we were doing in making it easier for customers to contact us
EJ confirmed there would be overarching KPIs and these will come out on the action plan.
JV requested that a link to Governance to also go into the plans. EJ agreed this is something they are looking at.
• PMH advised that the new authority will be bringing in a major new system which could present challenges to us. ET will keep members updated.
• All members approved the adoption of the strategy.
• Following discussions on a Board champion for this strategy CT advised that Martin Heard from STAC has shown an interest in this area. PS asked CT and EJ to explore this option further. If Martin is interested this would negate the need for a Board champion.
KP asked if this subject could be discussed during a Spotlight session rather than a report to Board. PMH suggested that the first six monthly update could be presented at the December Spotlight.
• All members in agreement to go forward with the allocation of funds which Board had ‘approved in principal’.
ACTION
PK to add the ICT & Digital Strategy to be added to the forward plan, reviewing every six months.
CT and EJ to explore the option of Martin Heard (STAC) being the nominated Champion during the implementation of the strategy.
PK to add the first six-monthly review to the December Spotlight session.
RESOLVED
Board:
• APPROVED for adoption of the ICT & Digital Strategy 2022 – 2025
• DEFERRED NOMINATING a Board ICT and Digital champion to work closely with the Director of Finance and Performance (DFP), during the implementation of the strategy.
• Following ‘approval in principal’ already granted by Board who APPROVED the allocation of £180k, to be managed by the Director of Finance and Performance, to deliver the objectives identified in the strategy.
10. Governance Framework Review
Update from PMH and the following highlights were noted.
• PS noted we have covered a lot of ground updating the entire Framework during the last two years PS thanked Ben in his absence.
BL is the expert who has driven this, and we now have a stronger Governance Framework in plan than we’ve ever had. BL will be setting out a plan to return to Board every three years.
ACTION
Forward Plan to be updated for reviews to be held every three years.
RESOLVED
Board APPROVED for adoption the following Governance Framework documents;
• Sealing Policy and Procedure
• Urgency and Efficiency Policy
• Gifts and Hospitality
Policy
11. Annual Financial Statements and Audit Findings For The Year Ended 31st March 2022
RJ joined the meeting to give an update in BL’s absence and the following highlights were noted.
• Audit closed mid-May with no significant findings. The audit findings, management representation letter and statutory accounts being discussed.
• Auditors have been onsite which helps the team navigate the process.
• PS and PMH thanked BL, RJ, SH and Karen Lavers– they are a small team who work incredibly hard.
RESOLVED
Board:
1. APPROVED the Annual Report and Financial Statements for the year ended 31st March 2022, and its signature by the Chair on behalf of the Board, in advance of the Annual General Meeting (AGM).
2. NOTED the ‘Key Issues For Discussion’ of the Independent Auditors.
3. APPROVED the Management Representation Letter, and its signature by the Chair on behalf of the Board.
12. Health & Safety Performance Review (6-monthly report)
Update from PMH (due to Alan Turner’s absence) and the following highlights were noted.
• JV commented on the excellent paper and was pleased to see the Covid-19 issues have been noted.
JV asked what plans are in place if key staff or large numbers of staff go down with the virus.
PMH confirmed that ET have well proven contingency plans including requesting that teams do not meet en mass and in addition to this, with agile working, teams can meet via Teams.
CT reiterated this is why we started Project Matrix, to help manage this along with workloads and safe working practices.
RESOLVED
Board NOTED the contents of the report.
13. Compliance Report – June 2022
Update from NM and the following highlights were noted.
• PS thanked the team for bringing all the policy reviews up to date.
• Electrical safety: JK asked if there was an update on the two properties which were going to court. NM to look into this and update members.
• False Alarms: MH queried the number of false alarms. NM put her mind at rest by stating the number was in fact quite low and toast is often the main culprit.
• Carbon Monoxide: NM confirmed these are coming down and the team have made significant progress this month.
• Voids KPI: PS noted the void turnaround times and narrative on the difficult to let. CT confirmed we had 41 in May; however, this is reducing by managing them through the system.
• La Ciotat House: NM advised that there has been a new outbreak of bed bugs, which does impact on lettings.
CT confirmed SWT have also had these issues. We continue to support tenants to buy new furniture and HiS arrange for the disposal of their old items.
ACTION
Electrical safety: NM to update members regarding the two properties which are going to court.
RESOLVED
Board NOTED the contents of the report
14. Sustainability Strategy Update
The following highlights were noted by KB.
• Involved staff have made great progress on the strategy
• Currently preparing for the Social Housing decarbonisation fund bid.
• KB to send JV an invitation to the next session in September.
ACTION
KB to send JV an invitation to the session in September.
RESOLVED
Board NOTED the contents of the report.
15. Key Performance Indicators – June 2022
The following highlights were noted by SH.
• Good performance throughout. SH asked if the shortened version is giving members all the information their need. PS confirmed members are confident in the content of the report.
• MH stated direction of travel would be useful within the narrative of key areas month on month in the report.
ACTION
SH to note direction of travel in the narrative for key areas highlighted in the report.
RESOLVED
Board:
1. NOTED the summary performance for month three (April to June) of 2022/23.
2. DISCUSSED whether they are content to receive this summary information going forward on the understanding that the Audit and Risk Committee (ARC) will receive the full detail at each meeting. The Board agreed to this.
16. Management Accounts Summary – June 2022
Update given by RJ and the following highlights were noted.
• Key items for Board’s information are in the paper. Forecast will firm in Q3 and Q4 with a full suite going to the next ARC meeting. PS asked RJ to amend the date on page 3 to November 2021.
• Regarding the capital programme JK asked if this should be referenced on the risk register. PMH confirmed BL will be including it on the next register.
• JV about the Strive Project. CT confirmed this was an organisation who coach people through setting up their own business. Funds initially requested from Board from reserves. Due to limited interest among customers CT is looking at how we can put people forward onto third party coaching sessions.
• JV expressed her nervousness on this shortened paper, worrying that members who do not have a high level of financial knowledge may miss something which then effects members’ ability to discharge their duty properly.
PMH noted that the accounts themselves are missing and these are harder to get through. JV commented that ARC members will liaise with BL to see what is not in this new formatted report.
• JV confirmed once the ARC minutes were approved, she will give instructions for copies to be circulated to PS and PMH.
ACTION
RJ to amend the date on page 3 to November 2021. PMH to liaise with BL to add the capital programme underbudget to the risk register. ARC members to liaise with BL to see what is not in this new formatted report and satisfy themselves that the summary suffices for Board members RESOLVED
Board NOTED the Management Accounts for the three months ended 30th June 2022 (Mth 3) and the key variances identified in the body of the report.
DISCUSSED whether they are content to receive this summary information going forward on the understanding that the Audit and Risk Committee (ARC) will receive the full detail at each of its meetings.
Members agreed this report is a work in progress however generally recognised this is a better summary version.
17. Corporate Risk Register – June 2022
No questions raised and members noted the update.
RESOLVED
Board NOTED this summary report following a full review of the refreshed risk register at the ARC.