If you would like to discuss these minutes or any other Governing Body / Committee of Management related matter, please contact your chairperson, COLIN FRASER ON Redacted Information
Governing Body / Committee of Management Meeting
Minutes of Meeting – 20th May 2026
Present: Colin Fraser (Elected Chair)
Lynn Jameson (Elected Vice-Chair)
Amanda Aitchison
Elizabeth Stewart
Liz Robertson
Jim Hemphill
George Thomson
Cheryl Miller
In attendance: Larke Adger (CEO)
David Mills (COO)
MOTION TO APPROVE MINUTES, 15th April 2026
The Minutes of the meeting held on 15th April 2026 were approved by Governing Body / Committee of Management.
• LR Proposed / JH Seconded / Governing Body unanimously approved the minutes 3. MATTERS ARISING FROM THE MINUTES
Cyber Insurance renewed 28th April 2026
Financial Information provided to SHR (as per 2026-2027 engagement plan)
DECLARATIONS or NOTES OF INTEREST
Both the Chair and Vice-Chair left the meeting during agenda item 19.0 having declared their interest.
GUESTS, VISITORS, OBSERVERS
Jennifer Queripel, Governance Consultant
(Via MS Teams: Erin Mullen, Prospect Community Housing Association)
6. CASH IN BANK, INFLATION & INTEREST RATES
All cash balances across the 4 x WGHC bank accounts were presented by the CEO and a summary total provided, which stood at £1,286,916. This was an increase of £79k from the figure reported at the April meeting, which was £1,207,030. The CEO pointed out that £73k would leave our bank imminently in respect of an increased annual insurance premium.
Inflation was reported at 3.3% (3.0% in the previous month) and interest rates were held at 3.75% (3.75% in the previous month). As requested by Governing Body / Committee of Management, the CEO presented information on interest paid and balances of the 5 loans WGHC has.
• Governing Body / Committee of Management noted the report.
7. MANAGEMENT ACCOUNTS PRESENTATION
Erin Mullen (Prospect Community Housing) joined via MS Teams, at 18.21 hrs
Appendix 1 was presented to Governing Body / Committee of Management by Erin. Q4 cumulative 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
• Governing Body / Committee of Management noted the report
• Erin was thanked for her presentation by the Chair
Erin Mullen left the meeting at 18.29hrs
8. GOVERNANCE, RISK, COMPLIANCE, HEALTH & SAFETY REPORT
The COO presented the governance, risk & compliance, health & safety report to Governing Body / Committee of Management There was a brief discussion on the governance action plan indicting there are now only 6 outstanding actions.
As accepted practice and to give Governing Body / Committee of Management 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 (31359 & 31749)
The COO confirmed that the revised draft Risk Management Policy and Risk Register would be later discussed at agenda item 13.0
• Governing Body / Committee of Management noted the report
9. MEMBERSHIP & USE OF THE COMPANY SEAL
The COO reported that since the last meeting, there have been:
Three new memberships:
Membership Number 755
Membership Number 822
Membership Number 823
Two ended memberships:
Membership Number 771
Membership Number 782
Sole to Joint Membership
Assignation of Membership
Mutual Exchange, Joint Membership
Mutual Exchange (823)
Assignation of Membership (822)
• Governing Body / Committee of Management noted the report
10. ANNUAL FRAUD DECLARATION
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. The CEO provided evidence to Governing Body / Committee of Management regarding an attempted fraud regarding the purchase of an I-Phone on the WGHC Amazon account –with all steps to mitigate and cease the fraud, alongside the changing of payment methods and passwords etc.
• Governing Body / Committee of Management noted the report
11. ANNUAL RETURN ON THE CHARTER (ARC) TO SHR
Appendix 2 was presented by the CEO, demonstrating to Governing Body / Committee of Management members the format and information required for submission in support of the Annual Return on the Charter for the Scottish Housing Regulator. The SHR portal was demonstrated to Governing Body / Committee of Management via the Boardroom TV alongside the evidence bank provided supporting documentation validating the submitted answers.
• Governing Body / Committee of Management unanimously approved the CEO to submit the ARC to SHR
12. FIVE YEAR FINANCIAL PROJECTIONS RETURN TO SHR
Appendix 3 was presented by the CEO, demonstrating to Governing Body / Committee of Management members the format and information required for submission to SHR. The SHR portal was demonstrated to Governing Body / Committee of Management via the Boardroom TV with comparisons to previous and future years and sector median averages.
• Governing Body / Committee of Management unanimously approved the Five Year Financial Projections and approved submission to SHR by the CEO
13. RISK MANAGEMENT POLICY AND RISK REGISTER
Appendix 4 was presented to Governing Body / Committee of Management by the COO. Of particular attention were sections 6.4, 7.0, 7.2, 8.9, 10.1 and 11.1 which were discussed at length, alongside a demonstration of the new risk register demonstrating both Inherent and Residual risk scores.
AA / CM asked questions which were answered by the COO / CEO
• Governing Body / Committee of Management unanimously approved both the draft Risk Management Policy and the new Risk Register
14. APPROVAL OF REVISED WGHC BUSINESS PLAN, 2026-2029
The CEO shared Appendix 5 with Governing Body / Committee of Management The draft revised business plan took into account the Governing Body recent Strategy weekend and the results of both a tenant consultation and staff consultation. Anonymised comments from the consultation were share with the Governing Body / Committee of Management
• Governing Body / Committee of Management unanimously approved the revised Business Plan, 2026-2029 for completion and publication
15. COMMITTEE MEMBERS RECRUITMENT LEAFLET
The CEO shared Appendix 6 with Governing Body / Committee of Management. The leaflet had some more suggestions but was approved for printing and distribution.
• Governing Body / Committee of Management unanimously approved the revised Business Plan, 2026-2029 for completion and publication
16. GOVERNING BODY MEMBERS – CONFLICT OF INTERESTS POLICY
The CEO shared Appendix 7 with Governing Body / Committee of Management. The Committee worked through the draft policy and the WGHC register of interests.
• Governing Body / Committee of Management unanimously approved the Governing Body Members Conflict of Interest policy for publication
17. ANNUAL REVIEW PROCESS – DISCUSSION PAPER
The CEO shared Appendix 8A with Governing Body / Committee of Management. The Annual Review Process was discussed with the suggested 5 elements.
• Governing Body / Committee of Management unanimously finalised the timetable of annual review support meetings with the governance consultant
• LJ / JH / LS were identified as GB members who would attend the Chair’s Annual Review Meeting
• The 16th June 2026 was agreed as the date for both pre-review training and the Chair’s Annual Review
18. NEW COMMITTEE MEMBERS INDUCTION PROCESS – DISCUSSION PAPER
The Governance Consultant shared Appendix 8B with Governing Body / Committee of Management. The suggested Induction Process for new Committee members was presented. Items 18.5 proposed 5 x scenario questions that were robustly discussed by Committee members, with questions asked by LJ / LR / LS / AA / CM
• Governing Body / Committee of Management unanimously agreed / approved the proposed induction process
19. NOTIFIABLE EVENT 31749 – GOVERNANCE / ORGANISATIONAL ISSUES
Both the Chair and Vice-Chair declared their interest and left the meeting. The Company Secretary temporarily assumed the role of Chair – for this agenda item only
Relevant details pertaining to Notifiable Event 31749 were methodically presented and discussed Excerpts from the Independent Consultant Outcome Report and sections of the code of conduct were identified to Committee. An Initial Review Meeting attended by the Chair and Vice Chair, in accordance with the investigation into a breach of the code of conduct, found:
• Governing Body / Committee of Management unanimously agreed and approved the findings and conclusions of the report
Both the Chair and Vice-Chair were re-admitted to the meeting and the Company Secretary passed across the role of Chair to the Chair
20.
NOTIFIABLE
EVENT 31183 – CLADDING FINANCIAL IMPACT
The CEO provided an update to Governing Body / Committee of Management regarding the open notifiable event with the SHR, no. 31183. This relates to the cladding issues at the FQ Flats, from the financial perspective to WGHC.
• Governing Body / Committee of Management noted the report
21.
The COO provided an update to Governing Body / Committee of Management regarding the open notifiable event with the SHR, no. 31359. This relates to the cladding issues from a tenant health and safety perspective An update of the fire action (Appendix 9) (Version 14.0) plan was discussed with Governing Body / Committee of Management Redacted Information
NOTIFIABLE
EVENT 31359 – TENANT HEALTH & SAFETY
• Governing Body / Committee of Management noted the updated fire action plan (version 13.0)
• Governing Body / Committee of Management noted the report
22. EXTERNAL PAINTERWORKS – AREA 4
The COO presented the outcome of a mini competition via the Scottish Procurement Alliance (SPA) in respect of a low level contract for painterworks to 72 properties within Area 4, being implemented over Summer 2026, confirming Bell Group (Commercial Painters and Decorators) as the preferred supplier.
• Governing Body / Committee of Management noted the report
23. ANY OTHER COMPETENT BUSINESS
The CEO gave a brief update on the proposed NEAT cycle path which had been put ‘on hold’ until July 2026.
The CEO informed Committee of the successful start of our new Housing Officer
The CEO informed Committee that SHARE had been commissioned to undertake a Staff ‘wellbeing’ survey
The CEO reminded Committee of training during the evening of Wednesday 10th June 2026
• Governing Body / Committee of Management noted both items
24. DATE OF NEXT GOVERNING BODY MEETING
It was proposed the next meeting be held on Wednesday 17th June 2026 at 18.15hrs (Doors open at 17.45hrs)
• Governing Body / Committee of Management approved the next Governing Body / Committee of Management Meeting to be held on Wednesday 17th June 2026 at 18.15hrs.
Signed: Redacted Information Chair
Date: 20th May 2026
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