September 2025 Minutes

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COLIN FRASER ON REDACTED INFORMATION

Committee of Management Minutes of Meeting – 24th September 2025 Present:

Colin Fraser (Chair) Amanda Aitchison Jim Hemphill Lynn Jameson Alan Lamont Elizabeth Stewart Liz Robertson George Thomson

In attendance:

Larke Adger David Mills

1.

(CEO) (COO)

APOLOGIES Morag Orr

2.

GUESTS, VISITORS, OBSERVERS  In person, Max Scotto, Scotland’s Housing Network

The Chair introduced Max Scotto to Committee who undertook the annual Performance Analysis Visit (comparing WGHC performance against a peer group and the National averages across Scotland).

3.

RULE 40.2 ATTENDANCE / RULE 34.6 & RULES 41.8

Following the AGM held on 06th September 2025, The Secretary confirmed that no Committee members were affected by rule 40.2 in terms of re-election to Committee.

•

As such, both rules 40.2 and 34.6 had been satisfied and this was declared thus by the Secretary.

Further, no Committee members were affected by rules 41 thru 41.8. The Secretary confirmed the rules to be a true statement based upon the signed declarations of eligibility received from each member of Committee.

•

As such, the Secretary declared rules 41 thru 41.8 to be satisfied.

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4.

CODE OF CONDUCT & DECLARATIONS OF INTEREST

In accordance with rule 34.5 of the co-operative; “No Committee member may take office until they have agreed to and signed the co-operative’s code of conduct for Committee Members” Although not in the rules, it is also a requirement that Committee members sign the WGHC declaration of Interest form (having been provided with a list of current Contractors, Consultants and Suppliers to WGHC) • • 5.

The Secretary confirmed that all present members had signed both their code of conduct and declaration of interest forms.

Committee noted the report FORMAL APPOINTMENT OF THE CHAIR, 2025-2026

In accordance with rules 56.1 and 45.6 to 56.11 of the co-operative; The Committee elected a member to the office bearer role of Chair • 6.

Colin Fraser was unanimously re-elected in the role of: Committee Chair FORMAL APPOINTMENT OF THE VICE-CHAIR, 2025-2026

In accordance with rules 56.1 of the co-operative; The Committee undertook a blind poll to elect a member to the office bearer role of Vice-Chair. The 2 Committee members proposed were: Jim Hemphill and Lynn Jameson.

• 7.

Lynn Jameson was elected in the role of:

Committee Vice-Chair

MOTION TO APPROVE MINUTES, 16th JULY AND 20th August 2025

A) The Minutes of the meeting held on 16th July 2025 were approved by Committee.

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AL Proposed / AA Seconded / Committee unanimously approved the minutes

B) The Minutes of the meeting held on 20th August 2025 were approved by Committee.

•

8.

LR Proposed / GT Seconded / Committee unanimously approved the minutes MATTERS ARISING FROM THE MINUTES

There were NIL matters arising from the minutes.

9.

DECLARATIONS or NOTES OF INTEREST  Lynn Jameson & Jim Hemphill declared their interests for item 6.

10.

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 £918,948. This was an increase of £93.2k from the figure reported at the August 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.

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AL asked why there was increase of £93k in the cash balances – this was answered by the CEO. AA asked if it would be beneficial to move money from the RSB day-to-day account to the Nationwide Instant Savings Access account – this was answered by the CEO, confirming that this was the intention.

• 11.

Committee noted the report.

AUDITED FINANCIAL STATEMENT REGULATORY RETURNS

The COO gave assurance and confirmation to Committee that the required regulatory returns had been submitted, on time, to SHR, the F.C.A. and the WGHC website.

This was also confirmed on pages 3 and 4 of the main committee report.

• 12.

Committee noted the report.

AGM FEEDBACK REPORT

The CEO and Chair were delighted to declare that the 35th AGM (held on Saturday 06th September 2025) had been as successful as that of both 2024 and 2023.

10% of membership were required to attend to achieve quorum. 15% of the membership were represented. Aside from the standing business, the co-op rules indicate that WGHC must appoint a qualified auditor. CT were re-appointed as WGHC’s auditors.

AL / LR / LJ / JH / CF asked questions or made comments regarding co-optees vs. casual vacancies / committee succession planning / recruitment drive / newsletter articles / committee ‘buddy’ system for new members and ‘cheat’ sheets to help.

• 13.

Committee noted the report 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 = Two  Subject Access Requests since last meeting = NIL  Information Data Breaches since last meeting = NIL  Open Notifiable Events with SHR = Three (31183 / 31359 / 31437) The most prevalent and serious risk to WGHC in the current climate is reduction in committee member numbers as if one more member leaves committee, a further notifiable event would be triggered. This related back to the previous article.

• 14.

Committee noted the report MEMBERSHIP & USE OF THE COMPANY SEAL

The COO reported that since the last meeting, there has been:  One new membership:  Membership No: 812 Mr Saleh Saleh and Mrs Shameran Othman Date of Commencement: 22nd August 2025

Joint Tenant Membership

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 One ended membership:  Membership No: 731 Date of Cessation: 13th August 2025 15.

Moved away, Joint to Sole

CRAIGROYSTON FC UNDER 16’s VISIT

Committee had previously approved a donation request in the sum of £1.9k to fund football kit. On 28th August 2025, CF, LR and LS visited and had photos taken with the team to promote this assistance to the local community.

CF / LR / LS made various complimentary comments regarding the visit and how proud they were to see the children in their kit with the WGHC logo.

• 16.

Committee noted the report 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.

• 17.

Committee noted the report NOTIFIABLE EVENT 31437 – COMMITTEE GOVERNANCE

The CEO provided an update to Committee regarding a new notifiable event with the SHR, no. 31437. This relates to the resignation of 2 committee members for ‘non-personal’ reasons.

Indigo House have been commissioned to undertake an independent investigation. For reasons of confidentiality and to stop assumptions being made, no further details would be discussed until the scoping exercise and investigation by Indigo House were further progressed.

• 18.

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 cladding issues at the FQ Flats, from the financial perspective to WGHC. The CEO provided updates with a planned meeting being held between SG, WHG and WGHC. • 19.

Committee noted the report 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 1) plan was discussed with Committee • •

Committee noted the updated fire action plan (08.09.25 version 6.0) Committee noted the report Minutes of Committee, 24th September 2025 – Unrestricted - Page 4

20.

CONTRACTOR / SUPPLIER LIST UPDATE

The COO presented an updated version of the Contractor / Supplier / Consultant list to Committee for their approval to add: Lock Solid Joiner & Locksmiths and to remove: Avenue Crew Dunfermline / Hanover Telecare / Eden Brown Recruitment / Northern Housing Consortium / Leading Electrical Solutions. The version would be 16.0 September 2025.

• • 21.

Committee approved the addition of 1 contractor to, and the removal of 5 contractors from, the WGHC Contractor / Supplier / Consultant approved list.

Asked that the website be updated accordingly.

CLOSING SANTANDER BANK ACCOUNT

The CEO discussed the £4k held within the 95 day access account with Santander and indicated that due to time spent responding to AML and source of income enquiries from Santander, it would be beneficial to close the account and transfer the £4k to the Nationwide Building Society Account.

• 22.

Committee unanimously approved closing the Santander Bank Account STAFF RECRUITMENT UPDATE

The CEO informed Committee of staff status following the recent retirement of the property assistant and the upcoming retirement of the assistant finance officer. In addition, it was discussed that following the resignation of a housing officer in November 2024, that particular post had not been filled via recruitment.

The current fixed term contract for the corporate services assistant finishes at the end of October 2025 and approval was sought to convert the contract to a permanent, grade 5, position and amend the duties and job title to give better coverage and assistance to the front of house team.

•

23.

Committee unanimously approved the recruitment of a senior finance assistant, housing officer and the conversion of a fixed term contract to permanent for the corporate services assistance, with a change in grade, duties and title.

VISIT TO WEST WHITLAWBURN HOUSING CO-OPERATIVE

The CEO reminded committee of the planned visit to West Whitlawburn Housing Cooperative on 07th October 2025. Confirmation was sought as to which members would be visiting. (CF, LR, LJ and LS) • 24.

Committee provided their intention to visit.

STRATEGY / TRAINING WEEKEND 2026

Committee discussed and confirmed their desire to hold an amalgamated Strategy / Training Weekend in 2026. This was confirmed as being held on a Saturday & Sunday.

The Secretary has been asked to source a venue and obtain quotations for the end of March or the end of April 2026.

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Committee noted the report Minutes of Committee, 24th September 2025 – Unrestricted - Page 5

25.

ANY OTHER COMPETENT BUSINESS

 The CEO confirmed a decree for eviction had been issued by the Sheriff relating to the tenancy of GMV12.  Committee noted the report  The COO informed Committee of the requirement to form and convene a subcommittee to further the investigation in relation to the notifiable event, 31437.  Further, Committee were asked to consider co-opting Blase Lambert to the subcommittee on a short term basis for the period of the investigation. Committee were given the completed application to read.  Committee unanimously approved the formation of a sub-committee and approved the terms of reference for the investigation  Committee unanimously approved the co-option of Blase Lambert to the subcommittee due to his experience in this area  The CEO asked Committee to form a staff sub-committee to undertake the annual CEO appraisal and be available in the event of any future disciplinary or grievance procedures.  Committee formed a staffing sub-committee comprised of:   

Lynn Jameson Colin Fraser Jim Hemphill

 The CEO asked Committee to consider a request for £80.00 in respect of an annual fee subscription for membership of the CIH for Jim Hemphill.  Jim Hemphill declared an interest and left the meeting.  Committee unanimously approved the payment of £80.00 for CIH membership for Jim Hemphill.  Jim Hemphill was re-admitted to the meeting.

26.

DATE OF NEXT COMMITTEE MEETING

It was proposed the next meeting be held on Wednesday 22nd October 2025 at 6.15pm.

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Committee approved the next Committee Meeting to be held on Wednesday 22nd October 2025 @ 6.15pm

Signed:

REDACTED INFORMATION

Chairperson

Date: 22nd October 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.

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