Homes in Sedgemoor Board
The purpose of Board meetings is to make decisions, to set policy, to solve problems and to plan and evaluate
Minutes of meeting held on Tuesday 30 March 2021 via Teams at 1.15pm
Present: David Ellison
Jenny Vernon
Lance Duddridge
Marie Hide
Paul Stephenson (Chair)
In Attendance:
Ben Lane, Director of Finance and Performance
Claire Tough, Director of Neighbourhoods
Julia Paling, Head of HR and Corporate Services
Naomi Macey, Director of Asset Management & Safety
Pauline Kelly, Executive Assistant (minutes)
Peter Hatch, Chief Executive
Guests:
Ann Hooper, Tenant TAGS, (Item 9)
Dave Baxter, Sedgemoor District Council
Karen Wilce, Tenant TAGS (Item 9)
Jackie Grannell, Tpas (Item 18)
Rachel Palmer, Customer Focus Manager (Items 11 and 17)
Sarah Mees, Neighbourhood Team Leader (Item 11)
Sarah Stillwell, SDC (Rough Sleeper presentation)
Sujitha Herron, Finance & Performance Officer (Items 10 & 11)
Rob Jones, Revenue & Services Charge Accountant (Items 10 & 11)
NO. ITEM
1. Rough Sleeper update by Sarah Stillwell
A short presentation by SS, giving an overview of how she and her team have been helping the homeless population within Sedgemoor during the pandemic. Thanks were given to the HiS Homes & Lettings team following their close collaboration with the SDC homelessness team.
PS commended SS and her team for the great work being done, which also highlighted the spirit of partnership between SDC and HiS. PS raised the question regarding domestic abuse and if an increase had occurred during the pandemic. SS confirmed there had been an increase, however in partnership with HiS, teams are working on trying to sort out the issues before they escalate. Fortnightly meetings are also held to discuss any of the box cases, of which HiS also attend and support the homelessness team.
SS stressed the team are working closely with partnerships to ensure, once campaign funding has ended, the Sedgemoor homeless population have places to stay (short term) prior to being (hopefully) moved on into their own accommodation.
PS thanks SS on behalf of the Board members for her informative session and asked that she thank her team on behalf of the HiS Board.
2. Welcome and Apologies
PS welcomed Board members, attendees and guests to the meeting. PS advised Jenny Vernon would be late joining the meeting. JV joined at 2.02pm.
Apologies were given on behalf of Cllr Kathy Pearce, Cllr Janet Keen, and Teresa Harvey.
3. Declaration of Interest
There were no further declarations other than those previously recorded on Board Members’ Declaration of Interests Forms.
4. Minutes of the meeting held on 26 January 2021
The minutes of the Board meeting held on 26 January 2021 were agreed as a true and accurate record of the meeting. PS apologised that the agenda for today’s meeting incorrectly stated the minutes were from November 2020 when in fact the minutes in the pack were from the correct meeting in January 2021.
5. Matters Arising from the meeting held on 26 January 2021
Members noted the matters arising from the Board meeting held on 26 January 2021. Two items are ongoing, these will remain in situ until completed. PS apologised that the matters arising for today’s meeting incorrectly stated that the matters arising were from November 2020 when in fact the minutes in the pack were from the correct meeting in January 2021.
6. Chair’s Update Report
Board members noted the report. PS highlighted that Spotlight sessions and Board away day placeholders will be circulated to members and SMT. Details for each session will be confirmed in due course.
RESOLVED
• Board is recommended to NOTE the Chair’s update report.
7. Chief Executive’s Update Report
Board members noted the report. PMH expressed how pleased he was at the way everyone in the organisation had adapted during the pandemic and the immense amount of work being carried out by colleagues. RESOLVED.
• Board is recommended to NOTE the Chief Executive’s report.
8. Chair of Audit and Risk update (verbal)
MH gave a verbal update on behalf of ARC, with highlights listed below.
• Both internal and external auditors attended the meeting.
• External audit plan agreed for 2021. Risk appetite statement to go back to the next ARC meeting to hopefully be signed off and brought to Board for approval.
• Some ARC meeting dates need to be amended and these will be circulated to committee members once finalised. RESOLVED.
• Board is recommended to NOTE the verbal update.
9. TAGS update
Board members noted the report. PS thanked all involved tenants for their valuable time, effort and incredible level of commitment A personal request was made by PS, when we get back to normality and conduct meetings physically, if he could be invited along to attend a meeting and meet the TAGS team. Both AH and KW were in agreement. RESOLVED.
• Board NOTED the TAGS update. PS to attend future meeting
10. Reserves Options – Investment Proposals
BL summarised his report for Board members, the following was discussed and noted.
• Six options were put forward for Board members to consider.
• The three options (listed below):
1. IOCS Accreditation
2. Sheltered Housing Stock
3. Strive Project
were being put forward by SMT to Board for members to approve the allocations of funds from reserves to support these options and take forward.
• Three further options (listed below)
4. Carbon Neutral Residential Properties
5. Mortgage Rescue
6. ICT and Digital Solutions
were being put forward by SMT to Board for member to approve in principal the investment of funds from reserves subject to a business case proposal coming to a future Board meeting during 2021/22 for consideration to take forward.
• BL confirmed, if Board agreed all six options, this would a leave reserve balance of £97k above the minimum reserve balance of £900k previously agreed by Board members.
• JV asked how we measured these different items. What will do the greatest good?
BL confirm ICT and Digital Strategy was the biggest priority on this list. If we do not invest we will be left behind. Measuring will be against each strand of the Corporate Strategy. PH added that a matrix assessing these and wider options were presented to the previous Board meeting. Those options have been distilled down to the 6 presented today.
• JV expressed concern around carbon neutral – would this be retrofit and by which year? PS confirmed this would have to come back to Board following the completion of the stock condition survey.
DB confirmed that SDC do have a climate change policy which does mention all social homes to be EPC C by 2030. Fabric first in line with fuel poverty. Net Zero by 2050. A lot of funding coming from the Government in the form of LAD1 and LAD2 and we will be putting forward claims for part of this money.
PH advised that if Board members support this item, SMT will go forward with this however will be reporting back to Board. Every property purchase will come back to Board for consideration. Mortgage Rescue will take time to develop and is market-led hence we do not envisage these funds being spent quickly.
PH confirmed full information relating to options 4, 5 and 6 will be brought back to Board as these are long term commitments. Approval in principle is for Board to decide, if they would like to take any of the options forward, SMT will do the groundwork and report back to Board with a fully crafted report on each individual subject. If Board do not wish to give approval in principle to any of the options 4, 5 and 6, no further work will be carried out.
• LD fully supports options 1, 2 and 3; in particular the IOCS to invest in our staff.
• JV in agreement, noting discussions have been more informative.
• MH asked that an exercise is needed to be done to pair fuel poverty and net zero rather than retrofit.
NM reassured MH that the team are working hard on an investment plan, so all properties come up to standard. Working with Savills on the energy surveys across the stock. More details will be available at the April Spotlight session.
MH asked if the position of the property could also be considered when assessing properties. MH reiterated we are looking at a ‘fabric first’ approach, then systems to heat a home will follow.
• Mortgage Rescue was a big-ticket item with families under pressure and this could keep families in their homes.
• JV queried the sheltered housing stock review and how this was different to the review done with SDC. CT confirmed the work carried out with SDC was a review of the sheltered housing service to tenants. This funds request is about the quality and accessibility for sheltered housing properties, are they working, where they are not suitable and is there a good business reason to improve etc.
• JV asked BL what his priorities are. BL confirmed as a team, SMT priorities are:
1. ICT
2. Sheltered Housing Review (and the investment decisions this will drive)
CT confirmed options 1, 2 and 3 will support the work that Savills are carrying out and help drive the Asset Strategy Management plan NM is crafting.
PS advised Board members that CBH carried out a sheltered housing review which aided the Asset Strategy Management and was a crucial piece of work for the stock.
With no further questions, PS requested Board members to vote on the recommendations before them.
LD commented that the mortgage rescue scheme would be worth looking into. PS to discuss with PH when this will come back to Board. Meanwhile, SMT will now develop all three initiatives.
ACTION
• PS to discuss with PH when the mortgage rescue scheme will come back to Board. PS
RESOLVED.
The Board:
• APPROVED the allocation of £26k from reserves to support a three-year membership and associated accreditation to the Institute of Customer Services.
• APPROVED the allocation of £30k from reserves to support a Strategic Review & Options Appraisal of Sheltered Housing Stock.
• APPROVED the allocation of £20k from reserves to support a community investment “Strive” project delivered by Enterprise Cube.
The Board is recommended:
• To APPROVE in principal the investment of £1m in Carbon Neutral Residential Properties subject to a full specific business case proposal at a future Board meeting during 2021/22
APPROVED. MH Abstained.
• To APPROVE in principal the investment of £970k to purchase properties through Mortgage Rescue under a ‘Mortgage to Rent’ scheme subject to a full specific business case proposal at a future Board meeting during 2021/22
APPROVED. MH Abstained.
• To APPROVE in principal the investment of circa £300k in ICT and Digital solutions for customers and staff subject to the development of an ICT and Digital Strategy.
APPROVED. MH Abstained.
11. Management Agreement Review
RP and SS summarised their report; the following were discussed and noted.
• Worked with Trowers & Hamlyns LLP to craft the review, ensuring it was in line with the Social Housing White Paper and Fire Safety Bill.
• Next steps are to present the agreement to SDC full council for approval.
• JV raised the question relating to the clause within item 13 around termination. RP confirmed the agreement states that SDC are to give HiS reasonable opportunities to close out any issues and put actions in place to ensure no repeats
• PS asked if SDC have been involved in the production of this draft. RP confirmed both Teresa Harvey and DB have been involved from the start.
• PS stated it was great that we are moving forward, in celebration of the partnership and great confidence SDC have in HiS. RESOLVED.
• Board APPROVED the updated Management Agreement subject to approval by SDC full council.
• Board APPROVED that SMT be authorised to agree non-material amendments with SDC should these arise following discussions at Council
12. Whistle Blowing Policy
Board members noted the report. The following were highlighted and noted.
• Key difference is the escalation process, with the Chair of the Board as the go to person if actions involve Chief Executive or any SMT member.
JV raised the question if the Chair was the right person for people to go to, as they had the responsibility to the whole organisation/customers and need to maintain the helicopter view.
JV suggested Chair of Audit & Risk Committee to deal with specifics, with escalations then being taken to the Chair of the Board.
All Board members were in agreement with the change suggested by JV.
• JP to make the amendment. Board members confirmed they are happy to approve the policy and JP can implement the policy, without bring it back to Board, once the change has been included. ACTION
• JP to amend the policy to show Chair of Audit & Risk Committee to be the go-to person if any issues or actions involve the Chief Executive or any SMT members.
RESOLVED.
• Board APPROVED the policy.
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3. Health and Safety Policies
Board members noted the report on the Gas and Heating Fuel Policy and the Asbestos Safety Policy. NM highlighted the Gas Safety and Heating Fuel Policy would continue to be reviewed annually, however the Asbestos Safety Policy would move from an annual to a three yearly policy review. RESOLVED.
• Board APPROVED the Gas Safety and Heating Fuel Policy, and Asbestos Safety Policy.
14. Proposed KPIs and Targets for 2021/22
Board members noted the report. The following were highlighted and noted.
• BL confirmed the proposed KPIs and targets are linked to the refreshed management agreement and new reporting requirements as detailed in the Social Housing White Paper.
• The report has been reviewed by Leadership team and staff.
• Due to the timeline, the report has not been reviewed by the tenant group as yet. JV suggest Board could approve the KPIs and targets in retrospect of the report going to the tenant group for consultation.
Board members agreed to approve the document in principle, requesting that the tenant consultation to be concluded by the next Board meeting. BL to draft an exceptions report, for the May Board meeting, if any queries arise from tenant group consultation
• BL asked members if they were comfortable with the proposed timetable for distribution. Board confirmed they agreement.
ACTION
• BL to organise a tenant group consultation for the report.
• An exceptions report to be drafted for the May Board meeting if any queries arise from tenant group consultation.
RESOLVED.
• Board APPROVED the proposed KPIS and Targets for 2021/22 contained in this report and to the proposed timetable for the distribution of performance information during 2021/22 KPIs and Targets for 2021/22 contained in this report.
15. Final Budget 2021/2022
Board members noted the report. The following were highlighted and noted.
• Following January Board SMT felt further work could be done to reduce the deficit and suggestions that went to Board in January have been included within the paper.
• SMT propose to continue with the additional Neighbourhood Officer on a fixed term one-year contract to help with the increase in workload for the team during these testing times.
• Three-month extension for the temporary Lettings Assistant to help address some of the challenges within the Homes & Lettings team.
• Inclusion of 2% pay award to staff which is in line with SDC. HiS are waiting for the current discussions to conclude and follow the guidance of the national bodies. The increase has been included in the budget to cover the cost if guidance is to go ahead with the pay increase.
• Work for 2022/23 will begin as soon as we sign off 2021/22.
Board members all in agreement to approve all the recommendations. RESOLVED.
• Board NOTED the content of the report.
• Board APPROVED the final Revenue and Capital budgets for 2021/22.
• Board APPROVED the Management Fee from Sedgemoor District Council for 2021/22.
• Board APPROVED the carry forward of £90k of unspent budget allocated for Office Refurbishment from 2020/21 to 2021/22.
16. Board Charter on Community Investment
Board members noted the report. The following were highlighted and noted.
• CT confirmed as a result of the Andrew van Doorn session at the February Board Away Day, conversations were held with regard to HiS signing up to the charter.
• There is no financial commitment required from HiS.
Members approved the signing up to the Board Charter.
A meeting break was installed at 2.58pm.
JV left the meeting. RESOLVED.
• Board APPROVED signing up to the Board Charter on Community Investment.
17. Customer First Strategy
Meeting recommenced at 3.10pm.
Board members noted the report. The following were highlighted and noted.
• RP advised that the strategy had a back to basics feel, working towards being the best landlord and remembering these are not just our properties but people’s homes
• The strategy has been strongly linked to the Social Housing White Paper.
• Very much a one team approach with training for colleagues and external contractors.
• Ensuring services are accessible to all, not a one size fits all and consulting with tenants.
• KW advised the involved tenants’ groups have been delighted with the communication and consultation during the crafting of the strategy, with the only change being to the choice of photos on the front of the document. The Communications team are working to amend these.
KW confirmed the involved groups are looking forward to being involved in the 2021/22 ongoing projects of the Newsletter and Website. KW was also pleased to learn that the new Operations Committee would be overseeing the strategy across all service areas This will put HiS in good position for the future
PS commended RP on an excellent piece of work and the strategy was approved by all members. RESOLVED.
• Board APPROVED the strategy and proposed next steps.
Operations Committee
MH introduced the paper to Board members and the following discussion highlights were noted.
• KW confirmed it was very interesting how the group was set up, how tenants were involved in all aspects, tenants’ views mattered and in some occasions tenant opinions were taken forward. All tenants involved had input with all views being taken into consideration.
• LD confirmed the steering committee had long discussions resulting in the documents being presented. LD wanted to make clear, in the Terms of Reference, that the Operations Committee is not a decision-making body. LD made a request for wording in section 18a to either be removed or made clearer as this could cause confusion when looking to recruit members to the committee.
PMH made an observation that the wording does say involved in decisions, however those decisions will come to Board for recommendation and validation. Although LD agreed, he felt for the sake of clarity we should look to reword to ensure no confusion.
CT acknowledged LD’s request and will look to reword the document around this area.
JG confirmed there had been hefty debate on where power lies and who has the power regarding decision making. The view is the power is the ALMO Board and with the local authority and recommended letting the Operations Committee work together for 12 months then revisit the Terms of Reference ensuring they are fit for purpose and fit together with the ambitions for the organisation.
LD expressed his preference, for clarity, desire for wording to be amended to involved in discussions rather than making decisions.
PS asked for assurance that the Chair of the Operations Committee to be very clear on the reference back to the Board.
JG reflected that when working with other organisations, once the committee is appointed and working together, that is when they understand both the limits of the group as well as the power to give this assurance. First draft of the Terms of Reference is always a little uncertain. The group will have responsibility and JG will ensure this gets across to the applicants. Selection process is key to get the right people on the committee. This takes a little bit of time and shift of culture, however happy to amend the wording.
MH felt if the phrase was removed or wording amended from the current draft it may defuse the importance to the feel of the committee.
LD reiterated he felt a change to the wording was necessary only for the sake of clarity as the committee is not a decision-making group.
CT confirmed JG had been careful with the wording to ensure tenants feel they do have a voice.
PMH suggested the wording be left as is and perhaps somewhere else in the document include a statement that the Board has the decision-making authority. The Terms of Reference could then be reviewed after 12 months.
PS brought the discussion to a conclusion, indicating the wording to be left as is but be alert to the messages on tenant applications. RESOLVED.
• Board Noted the report
• Board Approved the Terms of Reference and Role Profile of the Operations Committee.
• Board Approved the commencement of an active recruitment process to the Operations Committee from 30 March 2021.
19. FIT for the Future – our People Plan for HiS
Board members noted the information report. JP advised the IIP review results were still to be notified. The plan links to the Customer First Strategy, IOCS accreditation and our three values.
JP confirmed the report will be coming back to the Board meeting in May as waiting for the IIP results before recommending any further key topics for consideration with the full People Plan. IIP results is one of two topics within the April Spotlight session. RESOLVED.
• Board NOTED the content of the summary report which highlights the work undertaken in relation to supporting and developing colleagues at Homes in Sedgemoor.
• Board REQUESTED that they are given the opportunity to recommend any other key topics for consideration within the full People Plan, once the IIP results have been received.
20. Governance Framework Review
Board members noted the information paper, which provides an outline on how the review will be carried out.
BL asked members to note the schedule of review for the Governance Framework and note the set of documents were last refreshed in 2018.
BL asked if any two Board members would like to be part of a working group to review the Governance Framework. PS volunteered to be part of the group, with JV also being nominated. LD and MH on standby if JV feels she does not have the capacity to commit to this.
ACTION
• BL to contact JV with regard to being a member of the working group. BL
RESOLVED.
• Board NOTED the contents of this report and the proposed timetable for the review of the Governance Framework.
• Board NOMINATED two Board Members to join a working group to review the Governance Framework in accordance with the proposed timetable.
21. Review of RSH Consumer Standards & Social Housing White Paper Action Plan (6-monthly review)
Board members noted the information paper. CT advised the review was to ensure the plan was fit for purpose and had provisions to the Social Housing White Paper. RESOLVED.
• Board NOTED the report.
22. Statutory and other Registers Update
Board members noted the information paper. BL advised that with the Whistle Blowing policy now in place, a section for this will be added to the document for reference and information. RESOLVED.
• Board NOTED the report.
23. Sheltered Housing Working Group Update
Board members noted the information paper. At the point of writing there is a £26K projected annual shortfall which SDC have picked up and written into their financial planning We can then work towards growing the business once the new service is settled. RESOLVED.
• Board NOTED the report.
24. Core Corporate Performance Indicators – February 2021
Board members noted the information paper. LD advised that when BL attended the Executive meeting to discuss performance, they were very complimentary and supportive of the working being done. It was also noted that compared with industry standard HiS are performing very well. RESOLVED.
• Board NOTED the performance for month eleven (April to February) of 2020/21.
25. Compliance Report – February 2021
Board members noted the information paper. Status is still at Amber and steady progress continues to be made. NM advised that during a recent Fire Service audit at West Field House, the outcome was satisfactory which is deemed a very good result. One recommendation came out of the audit which noted our alarm system may need to be reviewed. Consultation has started with tenants on options available and how to take this forward. The external wall cladding contract has been awarded and this work will be started shortly. RESOLVED.
• Board NOTED the report.
26. Corporate Risk Register – February 2021
Board members noted the information paper. The register was reviewed at the Audit and Risk Committee (ARC) meeting on the 23 February.
The register presented to the Board covers all risks faced by Homes in Sedgemoor (HIS) with an inherent risk scoring that registers it as Red along with mitigations to manage those risks. Risks are being managed and SMT will be conducting a review at their April meeting. Joint working continues with South West and Taunton colleagues including how we see risk and how we navigate through our work towards unitary. RESOLVED.
• Board NOTED the refreshed Corporate Risk Register.
27. Management Accounts – February 2021
Board members noted the information paper. BL advised the reporting of a £77k surplus but, as explained in the narrative, SMT are adopting a cautious approach as year end is reached. RESOLVED.
• Board NOTED the Management Accounts.
28a. AOB
Board members were asked to note the topics to be discussed during the spotlight session being held on Monday 19 April.
i. Asset Management Strategy
ii. IIP results
28b. AOB
Board e-learning: PMH confirmed we have purchased a new e-learning platform to roll out training. Some compulsory programmes will also be rolled out for Board and these will be circulated to members shortly.
MH asked if these would be sent to HiS or personal email addresses. PH confirmed that we would send to both. JP confirmed that the site is externally provided and accessed via the internet.