June 2025 Minutes

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COLIN FRASER ON REDACTED INFORMATION

Committee of Management Minutes of Meeting – 18th June 2025 Present:

Colin Fraser Jim Hemphill Morag Orr Stephanie Wilson Lynn Jameson Alan Lamont Elizabeth Stewart Liz Robertson Jon Douglas Shem Dabrowski

(Chair) (Vice Chair)

In attendance:

Larke Adger David Mills

(CEO) (COO)

1.

APOLOGIES Wendy Riordan Amanda Aitchison George Thomson MOTION TO APPROVE MINUTES, 21st and 28th May 2025

2.

The Minutes of the meetings held on 21st May and 28th May were approved by Committee.   3.

CF Proposed / AL Seconded / Committee approved the minutes (21.05.25) JH Proposed / AL Seconded / Committee approved the minutes (28.05.25) MATTERS ARISING FROM THE MINUTES

 Nil 4.

DECLARATIONS or NOTES OF INTEREST  Nil Minutes of Committee, 18th June 2025 – Unrestricted - Page 1

5.

GUESTS, VISITORS, OBSERVERS  Nil

6.

CASH IN BANK, INFLATION & INTEREST RATES

All cash balances across the 5 x WGHC bank accounts were presented by the CEO and a summary total provided, which stood at £771,658. This was a decrease of £18k from the figure reported at the May meeting.

Inflation was reported at 3.5% (2.6% in the previous month) and interest rates were held at 4.25% (4.25% in the previous month). As requested by Committee, the CEO presented information on interest paid and balances of the 5 loans WGHC has with the Nationwide Building Society.

7.

GOVERNANCE, RISK, COMPLIANCE, HEALTH & SAFETY REPORT

The COO presented the governance, compliance, health and safety report to Committee.

As accepted practice and to give Committee assurance, the COO also reported:  FOISA / EIR Requests since last meeting = NIL  Subject Access Requests since last meeting = NIL  Information Data Breaches since last meeting = NIL  Open Notifiable Events with SHR = Two (31183 and 31359) The most prevalent and serious risk to WGHC in the current climate is the issue of EWS Cladding (Notifiable Event 31183 – Financial Implications and 31359 – Tenant Health & Safety). The COO was pleased to inform Committee that there had been no health & safety issues to report since the last meeting.

The Exec Team and Officer grades are now engaged in a fire safety plan exercise with the 45 tenants housed in the FQ flats. Each tenant has now received 3 letters regarding cladding.

Each tenant has had an individual floor plan created for their flat which will be put on the rear of their front door and for those tenants who wish/need it, a PEEP (Personal Emergency Evacuation Plan).  8.

Committee noted the report MEMBERSHIP & USE OF THE COMPANY SEAL

The COO reported that since the last meeting, there have been:  Nil new memberships:  Three cessations of membership:



 Membership No: 384 Date of Cessation: 04th May 2025

EOT – Moved Away

 Membership No: 790 Date of Cessation: 22nd May 2025

EOT – Sole to Joint

 Membership No: 514 Date of Cessation: 08th June 2025

EOT – Moved Away

Committee noted the report Minutes of Committee, 18th June 2025 – Unrestricted - Page 2

9.

INVESTORS IN EXCELLENCE AWARD

Once again, WGHC has chosen to travel a different path to its peers within the sector.

Most other RSLs choose to work for Investors in People accreditation. This is a standard for people management. As the first organisation in Scotland and the first Co-operative in the UK to achieve this status, the plaque will be proudly displayed within the office reception area and the WGHC website will be updated accordingly.  10.

Committee noted the report RBS FINANCIAL WORKSHOP FOR WGHC TENANTS

WGHC worked exclusively with Royal Bank of Scotland to hold free “cost of living” workshops (45-60mins) to assist WGHC tenants. Attending tenants received a “Goody Bag” as thanks for attendance / participation. RBS wish to use WGHC as a ‘pilot’ for their other workshops and wish to return in the future to deliver a ‘fraud and scams’ workshop.  11.

Committee noted the report ANNUAL STATEMENT OF GDPR / DATA PROTECTION COMPLIANCE

The COO gave assurance to Committee that he believes WGHC to be compliant in various respects regarding obligations under FOISA / EIR / UK GDPR and the Data Protection Act 2018. WGHC is compliant with OSIC insofar as: all required policy documents, regulatory returns and suchlike are published and freely available under the terms of FOISA. The COO confirms all 4 quarterly returns have been provided, in full and on time, to OSIC.  12.

Committee noted the report ANNUAL FRAUD DECLARATION TO COMMITTEE

Monitoring fraud within WGHC is a key activity. The CEO ensures there are adequate procedures, policies and internal controls in place to prevent incidents of fraud.

A sample of questions and supporting evidence was provided to Committee following assurance from both the CEO and COO of validation of planned data submission.  13.

Committee noted the report ANNUAL CEO STATEMENT OF IMPAIRMENT

The CEO presented evidence to Committee of both the carrying value of WGHC fixed assets and on impairment. “Impairment” and “Carrying Value” were explained to Committee by the CEO.  14.

Committee noted the report ANNUAL LOAN PORTFOLIO RETURN TO SHR

Every year, as a Registered Social Landlord, West Granton Housing Co-op is required to submit a Loan Portfolio Return to the SHR. The loan portfolio return (Appendix 1) was discussed by Committee and explained by the CEO. 

Committee noted the report Minutes of Committee, 18th June 2025 – Unrestricted - Page 3

15.

NOTIFIABLE EVENT 31359 – TENANT HEALTH & SAFETY

The CEO provided an update to Committee regarding the open notifiable event with the SHR, no. 31359. This relates to the recent Single Building Assessment undertaken at the FQ flats and the cladding issues from a tenant health and safety perspective. The COO assisted the CEO in providing operational updates to Committee with interim measures being implemented in this regard.  16.

Committee noted the report NOTIFIABLE EVENT 31183 – CLADDING FINANCIAL IMPACT

The CEO provided an update to Committee regarding the open notifiable event with the SHR, no. 31183. This relates to the recent Single Building Assessment undertaken at the FQ flats and the cladding issues from the financial perspective to WGHC. The CEO provided updates with regard to the signing of the ‘going concern’ statement for external auditors, indicative meeting with external lenders and meetings with SG regarding assistance with possible funding.

Detailed discussion was held with regard to the cessation of non-emergency capital expenditure for 2025/2026 and authorisation for an ‘all tenant’ letter to be sent to the WGHC membership giving a more comprehensive update on the situation.   17.

Committee approved the cessation of non-emergency capital expenditure for 2025/2026 Committee approved the issuance of an ‘all tenant’ letter to WGHC membership DRAFT FREEDOM OF INFORMATION POLICY (2025)

The COO presented Appendix 3 to Committee, the draft Freedom of Information Policy 2025. There were no material changes observed. The COO informed Committee of the future likelihood for the organisation to have a statutory Freedom of Information Officer due to planned changes in FOISA legislation.  18.

Committee approved the draft Freedom of Information Policy, 2025 ANY OTHER COMPETENT BUSINESS

 The CEO updated Committee on her recent visit to 10 Downing Street, London on 09 th  Committee noted the report  The CEO informed Committee she has been invited to join the Board of Directors of the Confederation of Co-operative Housing  Committee noted the report  The CEO discussed and asked Committee to register their interest in a future visit (October 2025) to West Whitlawburn Housing Co-op to see their district heating system.  Committee noted the report

Minutes of Committee, 18th June 2025 – Unrestricted - Page 4

23.

DATE OF NEXT COMMITTEE MEETING

It was proposed the next meeting be held on Wednesday 16 th July 2025 at 6.45pm.

This meeting will follow the Committee Appraisal Training commencing at 17.45hrs that same evening. 

Committee approved the next Committee Meeting to be held on Wednesday 16th July @ 6.45pm

Signed

REDACTED INFORMATION

Chairperson

Date: 16th July 2025

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 Committee, 18th June 2025 – Unrestricted - Page 5