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COLIN FRASER ON REDACTED INFORMATION
Committee of Management
Minutes of Meeting – 22nd October 2025
Present: Colin Fraser (Elected Chair)
Lynn Jameson (Elected Vice-Chair)
Morag Orr (Temporary Chair for this meeting)
Jim Hemphill
Alan Lamont
Elizabeth Stewart
Liz Robertson
George Thomson
In attendance: Larke Adger (CEO)
David Mills (COO)
1. APOLOGIES
Amanda Aitchison
2. MOTION TO APPROVE MINUTES, 24th September 2025
The Minutes of the meeting held on 24th September 2025 were approved by Committee A small typographical error was pointed out and corrected prior to approval.
• AL Proposed / LS Seconded / Committee unanimously approved the minutes
3. MATTERS ARISING FROM THE MINUTES
There were NIL matters arising from the minutes.
4. DECLARATIONS or NOTES OF INTEREST
There were NIL declarations of interest.
5. GUESTS, VISITORS, OBSERVERS
There were NIL guests, visitors or observers.
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 £968,414. This was an increase of £49.4k from the figure reported at the September meeting.
Inflation was reported at 3.8% (3.8% in the previous month) and interest rates were held at 4.00% (4.00% 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.
AL asked why money sits in respective accounts, i.e. more money in the interest bearing accounts. The CEO answered this question and indicated this subject would be re-visited under AOCB.
• Committee noted the report.
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 = One
Subject Access Requests since last meeting = NIL
Information Data Breaches since last meeting = NIL
Open Notifiable Events with SHR = Three (31183 / 31359 / 31437)
The COO confirmed the FOISA request had been fully answered within the deadline. He also confirmed the quarterly statistics return had been provided to OSIC.
AL asked how/when might notifiable events be closed. Both the CEO and COO gave answers explaining the SHR portal and which scenarios would enable NEs to be closed.
• Committee noted the report
8. MEMBERSHIP & USE OF THE COMPANY SEAL
The COO reported that since the last meeting, there has been:
NIL new memberships:
One ended membership:
Membership No: 479
Date of Cessation: 24th September 2025 End of Tenancy
9. ROLLING ACTIONS ITEM LIST
Committee were shown the table of 4 items constituted as being ‘rolling actions’ – 2 were still in progress and 2 were on hold until the cladding situation was further resolved and the staffing situation had stabilised / improved. The primary update related to the Committee training plan for 2025/26.
• Committee noted the report
10. ANNUAL REPORT ON THE CHARTER
Committee are aware of how the outcomes and standards in the Charter are used to form the basis for the Annual Return on the Charter and the Landlord Performance Report on the Charter. A copy of the report report was provided to Committee (Appendix 1)
Committee were advised that the printed Report will be hand delivered to all tenants before 31st October 2025, along with the latest edition of our Autumn Newsletter. As required, a copy of the Annual Performance Report on the Charter will also be made available on the WGHC website. An electronic copy of the report will be submitted to the Scottish Housing Regulator by 31st October 2024.
AL asked if, next year, more graphs could be used to demonstrate performance against peer group, local authority and Scottish average.
JH / LJ asked if, next year, the font size could be larger, i.e. size 12 to size 14.
• Committee noted the report
11. NOTIFIABLE EVENT 31437 – COMMITTEE GOVERNANCE
The COO provided an update to Committee regarding the formation and meeting of a subcommittee liaising with Indigo House in support of their independent investigation of allegations made by 2 former committee members who resigned committee positions for nonpersonal reasons
CF / GT / LS / LJ asked questions regarding the investigation, when it might conclude, when and how will the sub-committee report to the main committee, will there be conflicts of interests and will various parties be required to leave the meeting when this item is discussed in the future. Both the CEO and COO clarified points as they understood them – whilst indicating it was difficult to comment further whilst the investigation is ongoing. 2 committee members indicated they’d not received the transcripts of their meetings.
• Committee noted the report
12. 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 cladding issues at the FQ Flats, from the financial perspective to WGHC. The CEO indicated that on Thursday 23/10/25 a planned meeting was being held between SG, WHG and WGHC at St. Andrews House, Edinburgh. The CEO further explained the ‘pathfinder’ status afforded to both WHG and WGHC and how this might be expected to work in reality.
The discussion moved onto the grant offer letter from SG to facilitate the upgrade of the fire/smoke alarm system at the FQ flats from an L3 to L5 system. The CEO confirmed that preliminary discussions had been held at the offices of the Scottish Procurement Alliance (SPA) with three of the six companies on the framework.
CF / LS / LJ / JH asked questions regarding the issuance of the grant and when and how the funding was to be spent, what suppliers were on the framework and how these might be chosen. These items were clarified by the CEO.
• Committee unanimously approved the CEO to accept, in principle, the grant funding on behalf of WGHC.
• Committee asked for a further report regarding chosen supplier etc. at the November 2025 committee meeting.
13. NOTIFIABLE EVENT 31359 – TENANT HEALTH & SAFETY
The COO 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. WGHC is required to self-fund some internal works required in respect of fire doors and riser cupboard fire compartmentalisation works. The costs are approx. £22k. An update of the fire action (Appendix 2) (Version 7.0) plan was discussed with Committee
• Committee noted the updated fire action plan (10.10.25 version 7.0)
• Committee noted the report
14. DRAFT ANNUAL ASSURANCE STATEMENT 2025 (APPENDIX 3)
Following previous work on the assurance statement, talking through the SHR engagement plan for WGHC and talking Committee through various aspects of the regulatory framework etc. – the draft Annual Assurance Statement 2025 was presented to Committee, Appendix 3.
Committee listened to the report item and re-read the draft A.A.S. Committee understood that in respect of tenant health & safety and the cladding situation at the FQ flats, WGHC was ‘working towards compliance’.
• Committee approved the Annual Assurance Statement and acknowledged that although signed by the Chair, this action was on behalf of the whole Governing Body.
• Committee approved the CEO to submit the Annual Assurance Statement to the SHR.
15. DRAFT ENTITLEMENTS, PAYMENTS & BENEFITS POLICY (APPENDIX 4)
Appendix 4 was presented to Committee by the CEO. There were no material changes to the policy. The review was part of the 3 year policy review cycle process.
• Committee unanimously approved the policy
16. DRAFT DOMESTIC ABUSE POLICY (APPENDIX 5)
Appendix 5 was presented to Committee by the CEO. There were no material changes to the policy, aside from the addition of sections 1.1 and 1.2 relating to homelessness prevention and the requirement to ‘ask and act’. The review was part of the 3 year policy review cycle process.
• Committee unanimously approved the policy
17. CONTRACTOR / SUPPLIER LIST UPDATE
The COO presented an updated version of the Contractor / Supplier / Consultant list (Appendix 6) to Committee for their approval to add: Confederation of Co-operative Housing and to remove: Blackadder’s Solicitors, Form & Function Co-op, Think Distinct, Real Asset Management and McIntosh Maintenance. The version would be 17.0, October 2025.
• Committee approved the addition of 1 contractor to, and the removal of 5 contractors from, the WGHC Contractor / Supplier / Consultant approved list.
• Committee asked that the website be updated accordingly.
18. COMMITTEE TRAINING AREAS – 12 MONTH PLAN
The CEO presented the report item and asked that Committee reflect on previous training and consider what areas they require additional support with over the coming 12 months.
This resulted in a robust and lengthy discussion with questions asked and/or comments made by LS / AL / CF / LJ / JH The primary requirements and outcomes were added as agenda items for the Strategy Weekend scheduled for March 2025
• Committee put various proposals to the CEO for inclusion within their 12 month training plan. The CEO will formulate this and advise in due course.
19. STRATEGY / TRAINING WEEKEND 2026
Committee discussed and confirmed their desire to hold an amalgamated Strategy / Training Weekend in 2026. This was confirmed for Saturday 28th and Sunday 29th March 2026 at the Dakota Hotel (South Queensferry).
Following the previous item (Committee training, item 18), the following areas were identified: Finance, Committee & CEO/COO liaison, Risk Management, Housing Law, Change from Operational focus to Strategic focus, Chairing of meetings, GB Code of Conduct.
• Committee noted the report
• Committee requested the above topics to form part of their training plan and their strategy weekend
• Committee asked by majority decision for a different consultant to present various items to them – to give a ‘fresh eyes’ perspective
20. ANY OTHER COMPETENT BUSINESS
The COO confirmed a correction to the June 2025 minutes and demonstrated to committee by comparing items 16, 17 and 18 of the June committee report, with items 16, 17 and 18 of the June minutes. Once the error was explained and an apology issued, the COO sought for Committee to approve the corrected June 2025 minutes for publication.
Committee approved the corrected minutes for June 2025.
The CEO gave a brief update regarding the eviction decree for GMV12 as a previous question had been raised in relation to costs for such an event. At the date of the committee meeting, invoices had not yet been received in respect of Sheriff costs and/or legal costs. An update will be provided to Committee once the final costs are known.
Committee noted the report with regard to incurred eviction costs.
The CEO reminded Committee of the bank accounts held by WGHC and the mandated signatories for the same. Operational difficulties had been previously encountered trying to get all signatories to sign appropriately and accordingly.
The CEO therefore asked Committee:
A) To remove Jim Hemphill as a signatory
B) To add Lynn Jameson as a signatory
C) To reduce the requirement for 4 signatories on any request, down to 2 to ease operational pressures.
Committee unanimously approved to:
A) To remove Jim Hemphill as a signatory
B) To add Lynn Jameson as a signatory
C) To reduce the requirement for 4 signatories on any request, down to 2 to ease operational pressures.
All mandates were subsequently signed by all relevant signatories.
The CEO asked Committee to change the payment account (when transferring money to the Nationwide Building Society) from the RBS Interest Bearing Account to that of the RBS Primary Current Account.
Committee unanimously approved the change of ‘nominated’ RBS account from Interest Bearing Account to the Primary Current Account.
26. DATE OF NEXT COMMITTEE MEETING
It was proposed the next meeting be held on Wednesday 19th November 2025 at 19.00hrs.
• Committee approved the next Committee Meeting to be held on Wednesday 19th November 2025 at 19.00hrs.
(Committee were reminded to attend for their annual health & safety training on Wednesday 19th November 2025 at 17.45hrs for 1 hour)
(This would allow a comfort break at 18.45hrs, prior to the commencement of the main committee meeting at 19.00hrs)
Signed: REDACTED INFORMATION (Acting as Chair for Meeting)
Date: 19th November 2025
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