YHN Limited Tuesday 26 March 2019 at 5.00 pm YHN House, Benton Park Road, Newcastle upon Tyne NE7 7LX Contact Officer: Jill Davison
– Tel: 0191 278 8624 Email: jill.davison@yhn.org.uk
AGENDA Page No Introduction Item 1.
Welcome and Apologies for Absence
2.
Declarations of Interests
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. 3.
Pat Ritchie - Newcastle City Council
Abri Trading Ltd. 4.
Business Update
1-6
5.
Minutes of 29 January 2019
7 - 10
6.
Budget - to be considered during YHN Board item 7
Main Business Items 7.
Draft Budget/Delivery Plan/Risk Register 2019-2020
11 - 36
8.
Update on Single Point of Leadership Finance
37 - 44
9.
Housing Investment Update
45 - 68
10.
Safeguarding Annual Report
69 - 100
11.
Customer Service Transformation - Contact Centre Update
101 - 108
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
12.
Managing Director's Report
109 - 114
Minutes/Forward Plan 13.
Minutes of 29 January 2019
115 - 116
14.
Confidential Minutes of 29 January 2019
117 - 124
15.
Matters Arising and Action Log (Public)
125 - 126
16.
Matters Arising and Action Log (Private)
127 - 128
17.
Board Forward Plan
129 - 132
18.
Assurances from Subsidiaries:
133 - 142
19.
Asfaleia Ltd. 17 January
Assurances from Committees:
143 - 148
Finance and Performance 12 February Group Audit and Risk 12 March Customer Service 13 March
20.
Petitions Monitoring
21.
Date and Time of Next Meeting
149 - 152
Tuesday 4 June 10am (Away Day/YHN Board Meeting)
2
Agenda Item 13
Board 29 January 2019 (5pm to 6:45pm) Present: J Boaden (Chair), R Clark, L Doherty, V Dunn, J McCarty, M Page, P Scope, E Snaith and H Simpson In attendance: A Baker-Daley
Governance Officer
S Bramwell
Chair, Asfaleia (observer)
J Davison
Company Secretary
T Drury
Managing Director
M Foreman
Customer Services Director
D Langhorne
Assets and Development Director
R Morrissey
Finance and Commercial Director
A Senior
Fairer Housing Unit, NCC
664
Welcome and Apologies for Absence
The Chair welcomed everyone to the meeting. Apologies were received from A Chisholm, D Huddart and K Lowry. 665
Declarations of Interest
None. 666
Minutes of 20 November 2018
The minutes of the Board held on 20 November 2018 were agreed as a correct record and signed by the Chair. 667
Matters arising and Action Log
The action log was received and noted for information.
Page 115
668
Board Forward Plan
Noted for information. 669
Assurances from Committees
L Doherty noted that an additional meeting of Customer Service Committee had been scheduled for tomorrow evening, to discuss the complaints - Sorry Fund in more detail. The Committee are developing quite nicely in expanding their focus on broader level issues. RESOLVED - that: •
670
The Board received the following draft non-confidential minutes for information: 13th November Group Audit and Risk Committee 5th December Customer Service Committee 10th December Finance and Performance Committee Petitions Monitoring
T Drury presented the report for information, which informed Board of a petition received during December 2018, requesting that a member of Concierge is given sole duties for Denton Park House. The member of staff has been informed of the positive comments by customers, and the petition organiser has been informed that their view will be considered as part of the review process. RESOLVED: That the Board received the report for information 671
Date and Time of Next Meeting
26 March 2019
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 confidential agenda items
J Boaden Chair 26 March 2019
Page 116
YHN Board 26 March 2019 Action Log (Public) Minute ref.
Action required
By whom
Target date for completion
Current status
643
Governance Review Update The Learning and Development Plan is to be populated with dates and recirculated to members
Jill Davison
December 2018
Governance Team planning and sourcing training materials /providers
Board members
No end date
On-going
Page 125
Board members to contact Jill Davison regarding any work areas they would like further information on or additional involvement with.
Agenda Item 15
Meeting 4 June 2019 Away Day Report Name Customer Service Committee update: • Community Investment Fund • Customer Service Week
Confidential? Report Author × Managing Director
ICS – Results from Customer Survey
Discussion
×
Governance Review Task and Finish Group Final Report
Discussion
Report Name Customer Service Offer
Purpose Discussion
Confidential? Report Author × Customer Services Director
Health and Safety Annual Report
Discussion
×
Assets and Development Director
Appraisals
Discussion
Company Secretary
NHF Governance Code Compliance Statement
Approval
×
Company Secretary
Risk Framework
Discussion
Finance and Commercial Director
Assurances from subsidiaries: • Asfaleia Ltd. 30th April
Discussion
Customer Services Director
Assurances from Committees: • Customer Service 13th March • Finance and Performance 14th May • Group Audit and Risk 21st May
Discussion
Page 129
Purpose Discussion
N/A
Agenda Item 17
×
Company Secretary
Meeting 30 July 2019 Report Name Annual Report and Financial Statements -Year End Reserves - Asfaleia Letter of Support
Purpose Approval
Confidential? Report Author × Finance and Commercial Director
Housing Investment Update
Discussion
Assets and Development Director
Slavery and Human Trafficking Statement
Approval
×
Assets and Development Director
Assurances from Committees: • Group Audit and Risk 11th July • Customer Service 19th June
Discussion
×
N/A
Approval
×
Finance and Commercial Director
Abri Trading – Business Activity Update
Discussion
Finance and Commercial Director
Page 130
ABRI TRADING Annual Report and Financial Statements
Meeting 24 September 2019 Purpose Decision
Confidential? Report Author × Company Secretary
Appointment of Vice Chair
Approval
×
Company Secretary
Retirement & Appointment of Board Members
Decision
×
Company Secretary
Committee Membership
Approval
×
Company Secretary
Strategic Risk Register
Discussion
×
Finance & Commercial Director
Assurances from subsidiaries: • Asfaleia Ltd. 25th July
Discussion
Customer Services Director
Assurances from Committees: • Finance and Performance 6th August
Discussion
N/A
Page 131
Report Name Appointment of External Auditors
1
Agenda Item 19
Finance and Performance Committee 12 February 2019 (5.00 - 6.16 pm) Present: M Page E Snaith R Taylor
(In the Chair)
In Attendance: T Drury
Managing Director, YHN
R Morrissey
Finance and Commercial Director, YHN
D Langhorne
Assets and Development Director, YHN
J Howard
Democratic Services Officer, NCC
54
WELCOME AND INTRODUCTIONS The Chair welcomed Bill Tebay, a Co-optee on the YHN Board who was in attendance as an observer, and asked those present to introduce themselves.
55
APOLOGIES FOR ABSENCE Apologies were received from Councillor Joyce McCarty.
56
DECLARATIONS OF INTEREST None.
57
MINUTES OF THE LAST MEETING DATED 10 DECEMBER 2018 RESOLVED – That the Committee considered the minutes of the meeting held on 10 December 2018 and approved them as a correct record.
58
ACTION LIST REVIEW R Morrissey (Finance and Commercial Director) introduced the action list. It was noted that the Customer Service Committee had met and formed a sub-group to feedback from a customer’s perspective which complaint performance indicators they felt would be useful for the Finance and Performance Committee to monitor in
Page 143
2
future, and that they would be focussing on three key priorities. The Committee asked that the sub-group’s proposals be brought to their next meeting. It was noted that 82.8% of furniture rental was covered by housing benefit or universal credit, and officers confirmed that the remaining 17.2% was self-funded by tenants but that this was not thought to have any impact on arrears. RESOLVED – that proposals from the Customer Service Committee sub-group on performance indicators for the Finance and Performance Committee to monitor in future would be brought to the next meeting of the Committee on 14 May 2019. 59
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 agenda items 7 (Finance and Performance Q3), 8 (BCE Targets and Forecasts) and 9 (Budget and Delivery Plan 2019-20).
63
FORWARD PLAN 2019 Submitted: Report of Finance and Commercial Director (previously circulated and copy attached to Official Records). RESOLVED – That the Forward Plan be approved.
64
ANY OTHER BUSINESS There were no other items of business.
65
DATE AND TIME OF NEXT MEETING Tuesday 14 May 2019 at 5pm.
Page 144
Agenda Item 20
To be first for housing
Your Homes Newcastle Board 26 March 2019 TITLE
Petitions Monitoring
AUTHOR
Tina Drury – Managing Director
COMPANY
Your Homes Newcastle
ACTION REQUIRED
For Information
SUMMARY
This report informs Board on a petition received during February 2019
DELIVERY PLAN OBJECTIVE
1. Revolutionary services that support successful living 2. Amazing places where people are proud to live 3. Strong business fit for today, ready for tomorrow
STRATEGIC RISK REGISTER
NUMBER & TITLE
N/A
LIKELIHOOD
N/A
IMPACT
N/A
FINANCIAL / VALUE FOR MONEY IMPLICATIONS
N/A
CUSTOMER IMPACT / VIEWS
YHN must act accordingly to ensure that resident concerns are addressed.
EQUALITY & DIVERSITY CONSIDERATIONS
N/A
Page 149
Your Homes Newcastle Petitions Monitoring 1.
Purpose of report
1.1 This report informs Board on a petition received during February 2019 from the Three Sisters Tenants ACORN union (Association of Community Organisations for Reform Now). 2.
Background information
2.1 The Petitions Protocol states that the Managing Director will refer petitions relating to operational issues to the appropriate director who will be responsible for contacting the petitioners (or petitioners’ representatives). The director will make any further enquires which are required and draft a response on behalf of the Managing Director, who will ensure that Your Homes Newcastle responds to the petitioners’ request. 2.2 Context Three Sisters Tenants ACORN union, comprising Molineux Court, Heaton Park Court and Grafton House residents, presented a petition to T Drury requesting that YHN install additional security cameras and reinstate full time Concierge in their tower blocks. In their covering letter, ACORN asked to meet with T Drury at the end of March to discuss their concerns. 3. 3.1
Petition Received Date received
Petitioner(s)
Issue
Action
1st February 2019
ACORN
Requesting installation of additional security cameras and reinstate Concierge full-time
Meeting scheduled on Wednesday 27th March
3.2 Detailed paperwork relating to the petition has not been included in the Board papers. If members would like to see the specific details, please contact Andrew Baker-Daley.
Page 150
4.
Recommendations
4.1 Board is recommended to note this information. Background Papers - Petitions Protocol Contact Officer: If you have any questions about this report that you would like clarifying before the meeting, you can contact Jill Davison by telephone on 0191 278 8624 or email jill.davison@yhn.org.uk
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