If you would like to discuss these minutes or any other Committee related matter, please contact your chairperson, COLIN FRASER ON REDACTED INFORMATION
Committee of Management
Minutes of Meeting – 16th July 2025
Present: Colin Fraser (Chair)
Wendy Riordan (Vice Chair)
Amanda Aitchison
Stephanie Wilson
Lynn Jameson
Alan Lamont
Elizabeth Stewart
Liz Robertson
George Thomson
In attendance:
Larke Adger (CEO)
David Mills (COO) 1. APOLOGIES
Jim Hemphill
Morag Orr
Shem Dabrowski 2. MOTION TO APPROVE MINUTES, 18th JUNE 2025
The Minutes of the meeting held on 18th June 2025 were approved by Committee.
LS Proposed / LR Seconded / Committee approved the minutes
3. MATTERS ARISING FROM THE MINUTES
Annual Statement of Impairment presented to Committee and approved
WGHC’s completed Loan Portfolio Return was approved and submitted to the Regulator
Annual Statement of Declarations of Fraud/Attempted Fraud presented to Committee
Annual Statement of Data Protection Compliance presented to Committee 4. DECLARATIONS or NOTES OF INTEREST
Nil
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 £839,370. This was an increase of almost £68k from the figure reported at the June meeting.
Inflation was reported at 3.4% (3.5% 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 = THREE
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 have now completed the 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). 1 x vulnerable tenant has been identified as needing assistance. PIB / SFRS updated accordingly.
Committee noted the report
8. MEMBERSHIP & USE OF THE COMPANY SEAL
The COO reported that since the last meeting, there have been:
Two new memberships:
Membership No: 809
Miss Agita Janusevska
Date of Cessation: 17th June 2025
Membership No: 810
Mrs Phyllis Mitchell
Date of Cessation: 26th June 2025
Sole Tenant Membership
Succession Membership
Three cessations of membership:
Membership No: 269
Date of Cessation: 16th June 2025
Membership No: 715
Date of Cessation: 23rd June 2025
Membership No: 69
Date of Cessation: 27th June 2025
EOT – Joint to Sole
EOT – Joint to Sole
EOT – Deceased
Committee noted the changes to the WGHC membership
9. PROCESS FOR NOMINATION TO WGHC COMMITTEE AT THE AGM
The CEO reminded Committee of the process whereby WGHC members can be nominated for elections / re-election to the WGHC Committee at the AGM in September. Letters and nomination forms will be sent to all members in July with a return date of 11 August 2025 so that these may discussed during the August Committee meeting.
Committee noted the report
10. OFFICE BEARER APPLICATION
The CEO reminded Committee of the process whereby existing Committee members can be nominated for election to an officer bearer position (Chair or Vice-Chair). Letters and nomination forms will be sent to Committee members in July with a return date of 11 August 2025 so that these may discussed during the August Committee meeting.
Committee noted the report
11. 2025 FINANCIAL AUDIT AND AUDIT CLEARANCE MEETING
The CEO advised Committee of the completion of the 2025 financial audit that commenced in June 2025. The audit clearance meeting took place on 30th June 2025. The CEO confirmed to Committee that we are able to confidently report the organisation as a ‘going concern’ within the financial statements. The draft financial statements will be formally presented to Committee in the August Committee meeting
Committee noted the report
12. CONFIRMATION OF “ALL TENANT” LETTER RE: CLADDING
The COO confirmed to Committee that, following agreement in the June 2025 Committee meeting, a letter had been sent to all WGHC tenant members providing an update on the cladding situation. In addition, a 2 page article was included in the Summer newsletter hand delivered to every WGHC tenant member and an article had been published on the WGHC website.
Committee noted the report
13. COMMITTEE TRAINING:
AUDITED ACCOUNTS – MADE EASY
The CEO reminded Committee members that Paul McNeill (Treasury Management Consultant) was attending to deliver a 90min training session on understanding the financial statements. The training will be held on the evening of 06 August 2025.
Committee noted the report
14. 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 meetings with SG regarding assistance with possible funding, which at the earliest will be September 2025.
Detailed discussion was held with regard to the cessation of non-emergency capital expenditure and possible models for financing.
WR asked whether grant funding from SG would/could influence any potential loan from external funders? – The CEO replied to this question.
Committee noted the report
15. REVISED FINANCIAL MODEL
The CEO provided updated financial models to Committee following previous meetings with both our external auditors, CT, and representatives of the Scottish Housing Regulator. Scottish Government have made it clear that remediation funding cannot be guaranteed.
However, WGHC need to present robust financial models to prove viability for the next 5 and 30 years – without reliance upon SG funding. As such, plans need to be implemented that don’t allow for SG funding to assist WGHC. If, however, at some point in the future, funding (or a percentage of) is provided by SG, WGHC will have to re-consider its financial plans.
REDACTED INFORMATION
CF / SW / LR / LS asked various questions regarding financial implications and how these may be impacted by Scottish Government decisions or external loan funders decisions.
Committee noted the report
Committee deferred further tenant communication about cladding until September 2025
16. 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 primary agenda item this month was to inform Committee that Scottish Government have indicated they are prepared to issue a grant to inter-link the 3 fire alarm systems within the 3 stair cores of the FQ flats affected by cladding. An update of the fire action (Appendix 2) plan was discussed with Committee
Committee noted the updated fire action plan (10.07.25 version 4.0)
Committee unanimously approved the tentative offer of grant funding to interlink the FQ flat fire alarm systems
17. COMMITTEE ANNUAL APPRAISAL FEEDBACK REPORT
The COO presented Appendix 3 to Committee, the annual appraisal feedback report for Committee members. The report was discussed at length with robust points made regarding office bearer positions, how many office bearers the Committee wish and succession planning for the Committee.
Committee approved meetings to ‘run on’ beyond 2 hours as necessary to complete the legitimate business of the Committee
Committee unanimously approved their 12 month training plan
18. APPROVAL OF GB MEMBER / OFFICE BEARER ROLE DESCRIPTIONS
Appendix 4 was discussed robustly and animatedly by Committee. Discussion was held regarding having 1 or 2 Vice-Chairs and the duties this entailed. Further discussion was held regarding whether the Vice-Chairs should attend the monthly pre-Committee meeting with the Chair and CEO (acting as Secretary). The office bearer role descriptions were discussed at length.
Committee unanimously approved cessation of 2 x Vice-Chairs and reducing to only 1 x Vice Chair
Committee approved by majority vote (6/2) that the Vice Chair will no longer attend the monthly pre-Committee meeting with the Chair and CEO.
Committee unanimously approved the GB role descriptions
Committee deferred the decision regarding the make up of the staffing subcommittee until after the AGM in September 2025
19. SCOPING EXERCISE – FUNDING TO INCREASE WGHC STOCK SIZE
The CEO presented the proposal put forward by City of Edinburgh Council for a fund pot c. £15million that might be available for Co-ops to increase stock size or form a new Coop within Edinburgh. The CEO and COO were seeking approval from Committee as to whether this was an action they wished further progressed.
Committee approved by majority vote (8/1) that the CEO could undertake a scoping exercise for future reporting back to Committee in the future
20. DRAFT ENVIRONMENTAL INFORMATION REGULATIONS POLICY (2025)
The COO presented Appendix 5 to Committee, the draft Environmental Information Regulations Policy 2025. There were no material changes observed.
Committee approved the draft Environmental Information Regulations Policy, 2025
21. DRAFT GAS SAFETY POLICY AND PROCEDURE (2025)
The COO presented Appendix 6 to Committee, the draft Gas Safety Policy and Procedures 2025. There were no material or legislative changes observed.
Committee approved the draft Gas Safety Policy and Procedures, 2025
22. ANY OTHER COMPETENT BUSINESS
The CEO updated Committee on her recent appointment to the Board of the Confederation of Co-operative Housing
Committee noted the report
Committee raised the issue of a poorly laid tarmac to a cctv cover outside GMA05
The COO confirmed he would investigate
A Committee member raised the issue of trees and bush overgrowth to the rear of 07, 08 and 09 Granton Mill Drive, but on the West Granton Roadside.
The COO confirmed he would investigate
23. DATE OF NEXT COMMITTEE MEETING
It was proposed the next meeting be held on Wednesday 20th August 2025 at 6.45pm.
Committee approved the next Committee Meeting to be held on Wednesday 20th August 2025 @ 5.45pm
Signed REDACTED INFORMATION Chairperson
Date: 24th September 2025
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