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COLIN FRASER ON Redacted Information
Governing Body / Committee of Management Meeting Minutes of Meeting – 19th August 2026 Present:
Colin Fraser (Elected Chair); Lynn Jameson; Elizabeth Stewart; Liz Robertson; George Thomson; Amanda Aitchison;
In attendance:
Larke Adger (CEO); David Mills (COO);
1.
GOVERNANCE STATEMENT
The Chair reminded the Governing Body of Meeting Code of Conduct, Confidentiality and Purpose of Minutes. 2.
APOLOGIES
Alan Lamont; Cheryl Miller;
3.
MOTION TO APPROVE MINUTES, 22nd July 2026
The minutes of the meeting held on 22nd July 2026 were considered. Members were invited to identify any errors and approve the minutes as an accurate record. • 4.
LR proposed / LS seconded and thereafter the Governing Body unanimously approved the minutes. MATTERS ARISING FROM THE MINUTES
Committee noted that, in accordance with the submissions table, the CEO had submitted the Audited Financial Statements (Accounts) the SHR within the deadline of 30 th September 2026 and also provided copies to WGHC’s lender, Nationwide Building Society.
5.
DECLARATIONS OF INTEREST
George Thomson and Liz Robertson declared their interest in agenda item 23D and would leave the meeting for that item. 6.
GUESTS, VISITORS, OBSERVERS ❖ Erin Mullen, Chartered Accountant, Prospect Community Housing Association for agenda item 8 (presentation of quarterly management accounts) via MS Teams.
7.
CASH IN BANK, INFLATION & INTEREST RATES
The CEO presented the monthly cash in bank report. Committee noted that, WGHC held total cash in bank of £1,209,163. This represented a decrease of approximately £46.6k from the previous month, whereupon it was £1,255,823. Committee noted the Bank of England inflation (2.6%) and interest rate (3.75%) context. It was noted that a total cash balance approaching or falling below £850k should act as a prompt for discussion on financial performance, expected cash movement, risk and required or any mitigation. • 8.
The Governing Body / Committee noted the report. MANAGEMENT ACCOUNTS PRESENTATION
Erin Mullen (Prospect Community Housing) joined via MS Teams, at 18.18 hrs Appendix 1 was presented to Governing Body / Committee of Management by Erin. Q1 reporting figures were presented: ❖ Income and surplus were discussed and declared ❖ Gross Rent Arrears and Void Loss were discussed and declared ❖ Cash and Deposits were declared along with loan covenants ❖ The statement of comprehensive income was discussed and declared ❖ The statement of financial position was discussed and declared ❖ The statement of cash flow was discussed and declared • •
The Governing Body / Committee of Management noted the report Erin was thanked for her presentation by the Chair, who also congratulated her on passing her exams and becoming a chartered accountant.
Erin Mullen left the meeting at 18.26hrs 9.
1st QUARTERLY PERFORMANCE REPORT PRESENTATION
The COO presented the 1st quarterly performance report for 1st April 2026 to 30th June 2026, Appendix 2. Committee noted presented information on Gross Rent Arrears, Anti-Social Behaviours, Tenant Support Visits, Common Stair Inspections, Estate Management Visits, Service Complaints (Stage 1 and Stage 2), Relet Times, Void Spend, Repairs Performance (Nonemergency and emergency), Contractor Management, Damp & Mould and various Compliance and Safety statistics. The Committee noted one missed benchmark. LS asked about complaints statistics and the difference between ‘upheld’ and ‘not upheld’ The explanations regarding these were provided by the COO. •
The Governing Body / Committee of Management noted the report Minutes of Governing Body Meeting, 19th August 2026 – Unrestricted - Page 2
10.
GOVERNANCE, COMPLIANCE, RISK, HEALTH & SAFETY
The COO presented the monthly governance, compliance, risk and health and safety report. Committee noted that the previous governance notifiable event had been closed by SHR, although updates from the Governance Action Plan would continue until completion. Committee further noted that there have been Nil Freedom of Information Requests or Subject Access Requests. • 11.
The Governing Body / Committee of Management noted the report MEMBERSHIP AND USE OF THE COMPANY SEAL
The COO reported that since the last meeting, there have been: ❖ One new membership: ➢ Membership Number 824
New Sole Tenancy
❖ Two ended memberships: ➢ Membership Number 741 ➢ Membership Number 597 • 12.
End of Tenancy End of Tenancy
Governing Body / Committee of Management noted the report KITCHEN REPLACEMENT PROGRAMME – UPDATE #3
The COO provided the third update on the planned kitchen replacement programme for Summer/Autumn 2026. Committee noted that McGregors Projects is delivering the programme over two years, with 67 kitchens scheduled for replacement in 2026 and 69 kitchens in 2027. Committee noted that 61 of the 67 kitchens had been surveyed, 6 remained to be surveyed, and Housing Management staff would assist where tenants were resisting survey or access. It was further noted that 32 kitchens had been fully completed with relevant compliance certificates and satisfied tenant recipients. • 13.
Governing Body / Committee of Management noted the report PAINTERWORK CONTRACT PROGRAMME – UPDATE #3
The COO provided the third update on the planned painterworks programme for Summer 2026. Committee noted that Bell Group is delivering external painting works to 72 properties, covering external windows, doors, cills and soffit boards. During ‘snagging’ inspections, it had become apparent that there were areas requiring re-painting and further attention. The contractor has implemented a remedial action plan and works. • 14.
Governing Body / Committee of Management noted the report INVESTORS IN EXCELLENCE UPDATE
The CEO updated Committee on WGHC’s progress and works in respect of reassessment with Investors in Excellence. This was with the aim of progression to that of an “outperforming” organisation. •
Governing Body / Committee of Management noted the report Minutes of Governing Body Meeting, 19th August 2026 – Unrestricted - Page 3
15.
NOTIFIABLE EVENT 31834 – GOVERNANCE & ORGANISATIONAL ISSUES
The CEO provided an update to Committee following previous decisions regarding alleged breaches of the governing body code of conduct. An outstanding action was to insert an additional clause within the WGHC breach of code of conduct policy.
• • 16.
The Governing Body / Committee approved the insertion of the additional clause The Governing Body / Committee noted details of a letter sent to a previous complainant OPTIONS APPRAISAL – BRIEF AND PROPOSAL
The CEO presented Appendix 3 to Committee. There was robust discussion regarding the appointment of a suitable consultant to undertake the appraisal. This allowed the Committee to solely focus discussing and reviewing the planned brief being submitted to the consultant.
• 17.
The Governing Body / Committee approved the brief for submission to the consultant NOTIFIABLE EVENT 31359 – FINANCIAL AND TENANT HEALTH & SAFETY
The CEO presented an update on the continuing notifiable event relating to Cladding Remediation, financial impact and tenant health & safety. The COO presented the updated Fire Action Plan, version 17.0 (appendix 4) pointing out that previously ‘open’ items 20 and 21 had now been duly completed. • 18.
Governing Body / Committee of Management noted the report AUDITED FINANCIAL ACCOUNTS REGULATORY RETURNS
The CEO presented (appendix 5) to Committee. Committee were notified of the requirement to submit the returns by 30th September 2026 to both SHR and the F.C.A. •
19.
The Governing Body / Committee of Management approved the CEO to make the relevant submissions OPENING A NEW CAF BANK ACCOUNT
The CEO informed the Committee of the requirement to open a new bank account with CAF Bank in support of the future loan facility. • •
20.
The Governing Body / Committee of Management unanimously approved the opening of a new bank account with CAF Bank and the signatories for the account as both the CEO and COO They approved the transfer of £5000 to the account and thereafter transfer funds on an ongoing basis to facilitate the monthly payments of the loan facility COMMITTEE ANNUAL APPRAISAL REPORT
The CEO presented (appendix 6) constituting the governance consultant report for the annual appraisals process for 2026. 3 recommendations were discussed. •
The Governing Body / Committee of Management approved the summary report and approved the recommendations in section 20.3 Minutes of Governing Body Meeting, 19th August 2026 – Unrestricted - Page 4
21.
ELECTION OF OFFICE BEARERS FOR SEPTEMBER 2026-2027
The CEO informed Committee that no nominations had been received for the position of Vice-Chair. As such, the Committee motioned and took a vote to remove the position but review it in a year’s time. • • 22.
The Governing Body / Committee approved the removal of the position of Vice-Chair from the Committee The Governing Body / Committee voted for the existing Chair to continue in the role for their final year (CF) NEW NOMINATION(S) FOR COMMITTEE
The CEO advised Committee that one nomination form had been received for election to the Committee at the upcoming AGM. This was received from Cheryl Miller who had previously served on the Committee as a co-optee. • 23.
The Governing Body / Committee considered the nomination for election at the planned upcoming AGM MEMBERS REQUIRED TO STAND DOWN PRIOR TO THE AGM
In accordance with rule Rules 36.2 and 36.4, the three longest serving Committee members since the date of their last election must retire before each AGM. The rules allow them to stand for re-election. As there are 7 fully elected members, 3 members are required to stand down. Under Rule 36.4 if a Committee Member retires from the Committee on or before the date of the next AGM, that Committee member can stand for re-election without being nominated. The retiring Committee Members should be those who have served longest on the Committee since the date of their last election. The 3 members who must retire are: ❖ George Thomson – ❖ Liz Robertson – ❖ Amanda Aitchison –
Volunteered for re-election Volunteered for re-election Volunteered for re-election
In addition, the co-opted member, Cheryl Miller, was required to retire prior to the AGM. George Thomson and Liz Robertson declared their interest and temporarily left the meeting. • • • •
Committee noted the report The 3 retiring Committee members indicated their wish to be re-elected and this was approved by Committee, subject to the AGM Committee accepted the Chair’s assurance as to the effectiveness of the 2 members with nine years or more continuous service The Committee noted that all members had successfully completed their annual reviews and the Chair gave assurance as to their effectiveness
George Thomson and Liz Robertson were re-admitted to the meeting.
Minutes of Governing Body Meeting, 19th August 2026 – Unrestricted - Page 5
24.
ELECTRIC VEHICLE CHARGING POLICY
The COO presented the draft Electric Vehicle Charging & Permissions Policy (appendix 7) for approval. •
25.
The Governing Body / Committee of Management approved the Electric Vehicle Charging & Permissions Policy. ANY OTHER COMPETENT BUSINESS
The COO tabled a business case and request to amalgamate the roles of both the current planned maintenance officer and reactive maintenance officer to that of 2 ‘generic’ maintenance officers. •
26.
The Governing Body / Committee of Management approved the amalgamation / creation of 2 ‘generic’ maintenance officer positions. DATE OF NEXT COMMITTEE MEETING
It was proposed the next meeting be held on Wednesday 23rd September 2026 at 6.15pm. •
Committee approved the next Committee Meeting to be held on Wednesday 24th September 2025 @ 6.15pm (doors open at 5.45pm)
Signed Redacted Information
Chairperson
Date: 23rd September 2026
NB: Committee Board Papers available upon request, contact our office. Although extreme care and effort are taken with the production of papers and minutes, there may be some grammatical and/or spelling errors. Apologies are extended in these rare circumstances.
Minutes of Governing Body Meeting, 19th August 2026 – Unrestricted - Page 6