Board 4:15pm TUESDAY, 21st March 2017 Meeting to be held at The Board Room, Second Floor, YHN House, Benton Park Road, Newcastle upon Tyne, NE7 7LX Contact: Steven Reed (telephone 0191 272 3950); email steven.reed@yhn.org.uk
AGENDA To exclude the press and public during discussion of agenda item 1 because of the likely disclosure of confidential information. The definitions of what is considered confidential are contained within Section 16 of the Company’s Standing Orders.
Protect – not for publication 1
Governance Review Working Group Recommendations (special presentation)
Public Meeting Introduction Items
Page No.
Please remember to switch off mobile phones 2
Welcome and Apologies for Absence
3
Declarations of Interests
4
Chair’s Items
Items for Approval 5
Minutes of 7th February 2017
1-2
6
Matters Arising and Action Log
3-4
Regulatory and Governance 7
Delegated Decisions
5-8
8
Board Forward Plan
9-10
Your Homes Newcastle Limited. Registered in England and Wales Registration Number 5076256 Registered Office: Newcastle Civic Centre, Barras Bridge, Newcastle upon Tyne NE1 8PR. A company controlled by Newcastle City Council
To exclude the press and public during discussion of remaining agenda items because of the likely disclosure of confidential information. The definitions of what is considered confidential are contained within Section 16 of the Company’s Standing Orders.
Protect – not for publication 9
Managing Directors’ Report
11-20
10
Confidential Minutes of 7th February 2017
21-26
11
Matters Arising and Action Log
27-28
12
Notes of the Board Away Day held on 7th February 2017
29-34
13
Feedback from Service and Strategy Delivery Committee meeting of 14th February 2017 (Draft Minutes attached)
35-40
14
Feedback from Group Audit Committee meeting of 16th February 2017 (Draft Minutes attached)
41-46
Items for Discussion 15
Investment Programme
47-62
16
Quarter 3 Finance and Performance
63-94
Items for Approval 17
YHN Group Budget, Delivery Plan and Risk Register 2017/18
95-120
18
YHN Parent Guarantee to Abri Trading Limited
121-124
19
2016-17 Gift Aid payment to Asfaleia
Supplemental
Date and Time of Next Meeting: 5-00pm, Tuesday 9th May 2017
2
Board 7 February 2017 (10.00am to 10.25am) Present: O Grant (Chair), P Dibbs, L Doherty, P Dutton, D Huddart, J McCarty, A Mirza, T Moore, M Page, P Scope, D Slesenger, E Snaith, L Stephenson In attendance: A Baker
Governance Support Officer
T Drury
Managing Director
M Foreman
Customer Services Director
D Langhorne S Reed
Assets and Development Director Interim Company Secretary
J Ritchie
Finance and Commercial Director
526 Apologies for Absence Received from V Dunn, J Streather and M Talbot. The meeting was noted to be quorate. 527 Declarations of Interests All of the Council Board Members present declared an interest in those matters pertaining to Newcastle City Council. P Scope declared an interest in Wardhadaway in relation to the ongoing governance review and advised that appropriate information barriers had been put in place within the organisation. E Snaith declared an interest in Depaul Charity, which operated in the field of homelessness. 528 Chair’s Items The Chair gave details of the National Federation of ALMOs conference, to be held on 27 and 28 April 2017 in Birmingham and invited members to consider attending. The programme would be circulated by email. Members were also advised that Jill Davison had safely delivered a baby boy on 31 January 2017. 529 Minutes of 7th December 2016 The minutes were agreed to be a correct record and were signed accordingly.
530 Matters Arising/Action Log There were no matters arising on this occasion. The action log was received and progress to date noted. 531 Delegated Decisions The schedule was received. A member highlighted the need for caution with regard to the ongoing costs of refurbishing YHN House. T Drury spoke of the need to carry on the works as part of the overall programme to improve team working, morale and culture. The remaining phase was redecoration rather than refurbishment. It was noted that there might be scope to let some space in the building in due course. In response to a question, it was noted that the delegated spending limit was £100,000. D Langhorne explained that NCC Cabinet had delegated the capital programme to T Drury and £2.12 million had been allocated to boiler replacements. This scheme had recently been audited and with significant assurance that the procurement and spending had been value for money. A member asked about the impact of the Brexit referendum outcome on furniture prices. T Drury explained that a supplier had proffered Brexit as the reason for recent price increases. D Langhorne added that, across the construction industry, similar rises had begun to occur for the same reason, with uplift of 9% on one scheme being questioned closely. J Ritchie advised that the Board of Abri Trading Limited had taken a view on forward buying, to reduce the risk of price rises but this came with an impact on costs such as insurance and stock holding days. Input costs were known to be rising. 532 Exclusion of Press and Public RESOLVED – that in accordance with the organisation’s Access to Information provisions, the press and public were excluded from the meeting during the consideration of all further agenda items.
……………………………………….. Mrs O Grant Chair 21st March 2017
YHN Board Meeting, 7th February 2017 Action Log (Public) Minute ref.
By whom
Target date for completion
Review of format and presentation of performance reports
YHN Managing Director with Executive Team
Following governance review changes
521
Updates for YHN Board on sustainability of Ostara services
Chair of Asfaleia Ltd, with YHN Managing Director
Throughout 2017
524
Board Forward Plan to be updated for each meeting and included with Information items
Company Secretary
For each YHN Board meeting
Ongoing
ASAP 3rd April 2017
Complete Ongoing
518
528
Action required
Current status
Ongoing Asfaleia Board to receive a report in April, report to YHN Board will follow
National Federation of ALMOs conference on 27/28 April: i) ii)
Programme to be circulated Members to advise of interest in attending
i) Company Secretary ii) All Board Members
Your Homes Newcastle Board Delegated Decisions – Schedule of non-confidential Delegated Decisions taken between 26 January 2017 and 8 March 2017 No.
Directorate/ Delegated Officer
1
David Langhorne Property Services
2
David Langhorne Property Services
3
David Langhorne Property Services
4
David Langhorne Property Services
Scheme
Cost/ Budget provision
Units
Contractor
Wards
INT0017 Bathroom replacement Scheme
Funding of £349,696 from Lifecycle Lifecycle Programmes (Maintaining Decency)
150
Rothwell Plumbing Services Limited
Cross City
COM0012 Avison Street Communal Upgrades
Funding of £255,990 from Communals
36
BCE
Westgate
7 Warrington Road Refurbishment
Funding of £61,480 from Standard Housing Investment - Health & Safety
1
BCE
Elswick
Fergusons Lane Bungalows
Funding of £4,852,296 from Regeneration - General Needs
45
Keepmoat Regeneration
Benwell and Scotswood
5
David Langhorne Property Services
6
David Langhorne Property Services
7
David Langhorne Property Services
8
David Langhorne Property Services
9
David Langhorne Property Services
10
David Langhorne Property Services
11
David Langhorne Property Services
Hazelrigg Canopy Replacement
Funding of £50,880 from Standard Housing Investment - Spend to Save
Blakelaw 165 Estate remodelling (street lighting)
63
Bell Group UK
Castle
Funding of £132,191 from Environmentals 149
SSE Contracting
Blakelaw
The Greens window restrictors
Funding of £10,600 from Standard Housing Investment - Health & Safety
84
BCE
Walker
Calorifier Replacement Wansbeck House
Funding of £9,540 from Lifecycle - Other
20
BCE
Lemington
Lindisfarne Close Retaining Wall Renewal
Funding of £17,172 from Standard Housing Investment - Health & Safety
10
BCE
Denton
EE0011 North Benwell Terraces
Funding of £1,618,846 from Lifecycle Other
150
Mears via NEP framework
Asbestos removal at unit 13, Church Walk
Funding of £17,384 from Lifecycle - Other
1
Wood Group
Benwell and Scotswood
Walker
Park Avenue Parklands Ward
Funding of £143,100 from Environmentals
20
Technical Services Environment & Regeneration Directorate
Parklands
12
David Langhorne Property Services
13
David Langhorne Property Services
Todds Nook Flats ( Bin chute & hopper renewal pilot )
Funding of £12,667 from Standard Housing Investment - Health & Safety
120
Hardall International Ltd
Elswick
14
David Langhorne Property Services
Campbell Place Boundary Wall Replacement
Funding of £148,400 from Lifecycle Other
46
BCE
Elswick
15
David Langhorne Property Services
Garage Demolition
Funding of £7,520 from Regeneration General Needs
1
O'Brien Demolition
Kenton
16
David Langhorne Property Services
PB18 - Pottery Bank Communal Garden
Funding of £26,500 from Participatory budget
1
Highways
Walker
17
David Langhorne Property Services
Unbonded walls and outbuildings Whithall Rd and Richmond Terrace
Funding of £479,756 from Lifecycle Other
25
BCE
Newburn
18
David Langhorne Property Services
Boiler Replacements HT00015
Funding of £4,240,000 from Standard Housing Investment - Spend to Save
2,400
BCE
Cross City
19
David Langhorne Property Services
20
David Langhorne Property Services
21
David Langhorne Property Services
22
David Langhorne Property Services
23
David Langhorne Property Services
West Denton , Westerhope Low rise flats fire door replacements
Funding of £203,806 from Standard Housing Investment - Health & Safety
277
BCE
Denton
Urgent Structural Works 6 Woodleigh View
Funding of £27,440 from Spend to save improvements
1
Capita, Enviroblast
Kenton
Coniston Court demolition & reprovision scheme Home Loss & Disturbance payments
Funding of £169,600 from Regeneration Sheltered Housing
35
PB28 Thomas Gaughan Community Centre
Cost increase of £31,352 on an original approval of £36,259. Funded from Participatory Budget.
PB19 Amherst Road Parking
Cost increase of £9,534 on an original approval of £19,430. Funded from Participatory Budget.
1
11
N/A
HLS Environmental services HLS Environmental services
Fenham
Walker
Fawdon
Your Homes Newcastle Board Board Forward Plan 1
Board Forward Plan
1.1
This Board Forward Plan lists the reports known at the present time that will be presented at the next two Board meetings in 2017 (or amended date subject to confirmation).
9 May 2017 Quarter 4 Finance & Performance
For discussion
5 year plan and stress testing
For discussion and approval
Repairs & Maintenance update
For discussion
Service and Strategy Delivery Committee feedback from 11 April 2017 meeting
For discussion
Asfaleia Ltd feedback from 20 April 2017 meeting
For discussion
Health & Safety report
For discussion
Governance Review Journey
For discussion
STAR Summary and Customer Satisfaction
For discussion
Ostara Service Review update
For discussion
20 June 2017 – Board and Away Day Abri Trading Ltd feedback from 25 April meeting
For discussion
Group Audit Committee feedback from 18 May meeting
For discussion
Away Day key topic to be agreed
Contact Officer: If you have any questions about this report that you would like clarifying before the meeting, you can contact Steven Reed, Interim Company Secretary by telephone on 0191 278 3950 or email steven.reed@yhn.org.uk