17th January 2007
1. Apologies
Apologies were received from A Dixon, K Johnson and S Gumm.
With Board approval, the Budget Report (item 17) was moved to item 5a on the agenda and item 13, the Governance Working Group Update became a decision item.
2. Declarations of Interest
No interests were declared.
3. Minutes of Previous Meeting and Matters Arising
S Braham proposed, N Wilde seconded with all voting members in favour that the minutes of the meeting held on Wednesday 22nd November 2006 were a true and accurate record.
Matters Arising
NE Housing Forum
M Dingwall was unable to attend the meeting and is currently awaiting an update on decisions made at the meeting from Mark Henderson.
IRIS Consulting
M Dingwall and S Flint are to discuss further the offer of a 10% discount by Iris.
4. Introduction of Co-opted Board Member
The item was deferred in the absence of A Dixon.
Apologies were received from A Dixon, K Johnson and S Gumm.
With Board approval, the Budget Report (item 17) was moved to item 5a on the agenda and item 13, the Governance Working Group Update became a decision item.
2. Declarations of Interest
No interests were declared.
3. Minutes of Previous Meeting and Matters Arising
S Braham proposed, N Wilde seconded with all voting members in favour that the minutes of the meeting held on Wednesday 22nd November 2006 were a true and accurate record.
Matters Arising
NE Housing Forum
M Dingwall was unable to attend the meeting and is currently awaiting an update on decisions made at the meeting from Mark Henderson.
IRIS Consulting
M Dingwall and S Flint are to discuss further the offer of a 10% discount by Iris.
4. Introduction of Co-opted Board Member
The item was deferred in the absence of A Dixon.
5. Company End of Year Accounts
Following a presentation of the draft accounts for 2005/06 by Chris Morris from Muras, Baker, Jones, N Wilde proposed to accept the accounts, seconded by H Spence and voted unanimously by all members present.
The management recommendations and letter will be sent for M Dingwall’s attention by Friday 19 January.
The Board conveyed their best wishes to Dawn Baker during her maternity absence.
Representatives from Muras, Baker Jones were excused from the meeting.
5a. Budget Report
S Carmichael delivered his budget report to the Board informing members of the budgetary situation of the EMB for the period 1 April 2006 to 31 December 2006.
Following M Dingwall’s enquiry into training needs within the organisation, S Flint informed members that the EMB suffered from no formal training programme with training taking place on an ad hoc basis. Members were assured that training needs would be addressed in the new year.
Following discussions on the ‘cash in transit’ section of the budget, S Flint informed members that it had been discovered that Community Focus, formerly the Information and Support Centre, had been storing monies in the EMB’s safe. As this brings into question the insurance cover of the EMB such transactions had been stopped forthwith.
Members requested that in future reports for matters of clarity, S Carmichael is to insert a sub heading for CEO legal costs under the Finance and Admin heading of the budget as well as committed spend and anticipated income headings.
S Carmichael informed members that there is a £25,000 overspend in the housing plus section of the budget of which both Mike Williams and WCC are aware of. It was suggested that income gained by rent from the shops, Wolverhampton City College room hire and the furnished accommodation scheme could offset this deficit in the new financial year. Discussions took place with regards to the need for a depreciation fund within the furnished scheme that would be managed by T Cash and could not be used to cover housing plus costs in this financial year.
Following members suggestions of the Sports Centre re-opening to pay for the housing plus deficit, S Flint informed members that the EMB needed to operate effectively as a housing management agent before housing plus projects could be investigated. Members were informed that currently Amanda Bevan, Neighbourhood Partnership Officer, has approached the EMB suggesting that community resources become community driven and has accessed possible sources of funding to help drive this initiative with the EMB to be part of the steering group to help achieve this. Funding streams which are currently being investigated may obtain £7,000 towards the rectification of the health and safety issues related to the Centre.
6. Programmed Works (Planned Maintenance) Report
A report was delivered informing members of cost implications of the recommended additions to the existing programme as requested at the last Board meeting.
S Braham proposed, H Spence seconded with all members in favour that £27,000 would be committed towards the improvement works to Chervil Rise.
The Board will be updated on progress of these improvement works and contractors used at the next meeting.
Following a presentation of the draft accounts for 2005/06 by Chris Morris from Muras, Baker, Jones, N Wilde proposed to accept the accounts, seconded by H Spence and voted unanimously by all members present.
The management recommendations and letter will be sent for M Dingwall’s attention by Friday 19 January.
The Board conveyed their best wishes to Dawn Baker during her maternity absence.
Representatives from Muras, Baker Jones were excused from the meeting.
5a. Budget Report
S Carmichael delivered his budget report to the Board informing members of the budgetary situation of the EMB for the period 1 April 2006 to 31 December 2006.
Following M Dingwall’s enquiry into training needs within the organisation, S Flint informed members that the EMB suffered from no formal training programme with training taking place on an ad hoc basis. Members were assured that training needs would be addressed in the new year.
Following discussions on the ‘cash in transit’ section of the budget, S Flint informed members that it had been discovered that Community Focus, formerly the Information and Support Centre, had been storing monies in the EMB’s safe. As this brings into question the insurance cover of the EMB such transactions had been stopped forthwith.
Members requested that in future reports for matters of clarity, S Carmichael is to insert a sub heading for CEO legal costs under the Finance and Admin heading of the budget as well as committed spend and anticipated income headings.
S Carmichael informed members that there is a £25,000 overspend in the housing plus section of the budget of which both Mike Williams and WCC are aware of. It was suggested that income gained by rent from the shops, Wolverhampton City College room hire and the furnished accommodation scheme could offset this deficit in the new financial year. Discussions took place with regards to the need for a depreciation fund within the furnished scheme that would be managed by T Cash and could not be used to cover housing plus costs in this financial year.
Following members suggestions of the Sports Centre re-opening to pay for the housing plus deficit, S Flint informed members that the EMB needed to operate effectively as a housing management agent before housing plus projects could be investigated. Members were informed that currently Amanda Bevan, Neighbourhood Partnership Officer, has approached the EMB suggesting that community resources become community driven and has accessed possible sources of funding to help drive this initiative with the EMB to be part of the steering group to help achieve this. Funding streams which are currently being investigated may obtain £7,000 towards the rectification of the health and safety issues related to the Centre.
6. Programmed Works (Planned Maintenance) Report
A report was delivered informing members of cost implications of the recommended additions to the existing programme as requested at the last Board meeting.
S Braham proposed, H Spence seconded with all members in favour that £27,000 would be committed towards the improvement works to Chervil Rise.
The Board will be updated on progress of these improvement works and contractors used at the next meeting.
7. Modular Management Agreement
A report was delivered by S Flint to the Board to seek their agreement for negotiations to proceed with Wolverhampton City Council towards the adoption of a new modular management agreement for HTEMB.
N Wilde proposed, S Braham seconded with all members in favour that S Flint submit the draft modular management agreement to WCC for its consideration.
S Flint informed members that she would submit the schedules to the Council’s legal department for their consideration. At the Chair’s request the schedules will be broken down into manageable chapters of approximately 5 each and reported to the Board over a rolling programme at forthcoming meetings.
8. 25 Grove Street Tender
R Bettam delivered his report to seek Board authorisation for Messrs Mears Ltd to carry out the void repairs to 25 Grove Street at a cost of £21,536.22 plus VAT. The repairs required on the property include plastering, renewal of timber floors and joists, replacement guttering and kitchen re-fit.
Members were informed that an additional £5,500 had already been spent fitting central heating in the property.
R Bettam informed members that he would be writing to Phillip Tony, Finance Director at Wolverhampton Homes requesting that half, if not all the money spent on the refurbishment of the property be re-imbursed to HTEMB due to their obligations to TMOs which they may not fully understand due to the lack of a management agreement.
Following further discussion M Dingwall proposed, N Wilde seconded with all members in favour that work be delayed on the property until a response from the Director of Finance at Wolverhampton Homes has been received. R Bettam will report back further negotiations to the Board and copy the letter to WCC for their information.
9. Electrical Checks
As previously requested by the Board, R Bettam delivered his report to members informing them of the number of properties on the estate that required electrical checks.
The Chair was informed that this report was a decision item, not an information item as previously stated in the agenda.
R Bettam to ascertain the amount of time repairs have to be carried out by to rectify any problems identified during electrical checks on the properties.
R Bettam to seek guidance from the management agreement and speak to WH and WCC with regard to their intentions towards decent homes and responsibility towards the properties that require checks as all are over 40 years old and should have been inspected by WCC after the first 25 years of being built.
R Bettam to report back developments to either the Resources Committee or the next meeting of the Board.
A report was delivered by S Flint to the Board to seek their agreement for negotiations to proceed with Wolverhampton City Council towards the adoption of a new modular management agreement for HTEMB.
N Wilde proposed, S Braham seconded with all members in favour that S Flint submit the draft modular management agreement to WCC for its consideration.
S Flint informed members that she would submit the schedules to the Council’s legal department for their consideration. At the Chair’s request the schedules will be broken down into manageable chapters of approximately 5 each and reported to the Board over a rolling programme at forthcoming meetings.
8. 25 Grove Street Tender
R Bettam delivered his report to seek Board authorisation for Messrs Mears Ltd to carry out the void repairs to 25 Grove Street at a cost of £21,536.22 plus VAT. The repairs required on the property include plastering, renewal of timber floors and joists, replacement guttering and kitchen re-fit.
Members were informed that an additional £5,500 had already been spent fitting central heating in the property.
R Bettam informed members that he would be writing to Phillip Tony, Finance Director at Wolverhampton Homes requesting that half, if not all the money spent on the refurbishment of the property be re-imbursed to HTEMB due to their obligations to TMOs which they may not fully understand due to the lack of a management agreement.
Following further discussion M Dingwall proposed, N Wilde seconded with all members in favour that work be delayed on the property until a response from the Director of Finance at Wolverhampton Homes has been received. R Bettam will report back further negotiations to the Board and copy the letter to WCC for their information.
9. Electrical Checks
As previously requested by the Board, R Bettam delivered his report to members informing them of the number of properties on the estate that required electrical checks.
The Chair was informed that this report was a decision item, not an information item as previously stated in the agenda.
R Bettam to ascertain the amount of time repairs have to be carried out by to rectify any problems identified during electrical checks on the properties.
R Bettam to seek guidance from the management agreement and speak to WH and WCC with regard to their intentions towards decent homes and responsibility towards the properties that require checks as all are over 40 years old and should have been inspected by WCC after the first 25 years of being built.
R Bettam to report back developments to either the Resources Committee or the next meeting of the Board.
10. Shop Leases
S Flint delivered a report to members informing them of WCC outcomes with regards to the management of the shops on Chervil Rise.
S Braham proposed, N Wilde seconded with all members in favour that S Flint write to the Council to express the disappointment in and rejection of the Council’s proposals; and that S Carmichael raise an invoice for the full amount of the electricity bills and water rate demands paid to date by the EMB on behalf of the Police and to negotiate a reasonable rent (following confirmation of rules regarding peppercorn rents and Cabinet minutes agreeing to rent charges being obtained) for the dwelling occupied by the Information and Resource Centre with immediate effect until responsibility of the management of the shops is settled to also include the handing back of the maisonette above the Centre presently occupied by Information and Resources.
11. Resident Satisfaction Report
The Board duly noted T Cash’s report on survey results obtained by way of management areas as previously requested by the Board.
12. Warden Service Review
S Flint delivered her report informing members of the intended review of the warden service. Members were informed that confirmation of D Cheeseman’s involvement in the review would be received by no later than 29 January 2007.
13. Governance Working Group
M Dingwall presented the terms of reference of the Governance Working Group to members.
N Wilde proposed, S Braham seconded with all members in favour that the terms of reference be adopted.
M Dingwall will provide a progress update to members at the next Board meeting.
S Flint delivered a report to members informing them of WCC outcomes with regards to the management of the shops on Chervil Rise.
S Braham proposed, N Wilde seconded with all members in favour that S Flint write to the Council to express the disappointment in and rejection of the Council’s proposals; and that S Carmichael raise an invoice for the full amount of the electricity bills and water rate demands paid to date by the EMB on behalf of the Police and to negotiate a reasonable rent (following confirmation of rules regarding peppercorn rents and Cabinet minutes agreeing to rent charges being obtained) for the dwelling occupied by the Information and Resource Centre with immediate effect until responsibility of the management of the shops is settled to also include the handing back of the maisonette above the Centre presently occupied by Information and Resources.
11. Resident Satisfaction Report
The Board duly noted T Cash’s report on survey results obtained by way of management areas as previously requested by the Board.
12. Warden Service Review
S Flint delivered her report informing members of the intended review of the warden service. Members were informed that confirmation of D Cheeseman’s involvement in the review would be received by no later than 29 January 2007.
13. Governance Working Group
M Dingwall presented the terms of reference of the Governance Working Group to members.
N Wilde proposed, S Braham seconded with all members in favour that the terms of reference be adopted.
M Dingwall will provide a progress update to members at the next Board meeting.
14. Concierge Service Outcome Report
T Cash presented his report to members informing them of the Concierge Service outcomes for the period week beginning 4/12/06 to week 01/01/07.
Members were informed that differences in the correlation of figures between the Concierge and Contracts departments would be investigated and Concierge Service outcomes regularly reported to the Board.
15. AGM Update
M Dingwall confirmed that K Johnson, H Spence and N Wilde would be standing down at the AGM with H Spence and N Wilde standing for re-election.
S Flint will check the Articles to ensure all persons eligible to attend have received an invitation and agenda.
H Woodward confirmed that all members of the Association had been sent invitations and agendas, the hall had been booked and PA equipment was available.
16. Contract and Repairs Manager Report
The contents of the report were noted with members informed that the forthcoming vacant admin post, held by M Smith, would not be filled.
17. Budget Report
Re-allocated to item 5a on the agenda.
18. Housing Management Report
T Cash presented the report in the absence of G Stockford and contents were duly noted by the Board.
Members were informed that appendix B (Current Tenancy Arrears by Areas) in subsequent reports, will be represented in percentage terms.
19. Resources Committee Minutes
N Wilde proposed, S Braham seconded with all members in favour that the Resources Committee minutes of 20/11/06 and 18/12/06 be adopted.
20. Any Other Business
No items were raised for discussion.
M Warner was thanked for her attendance and was excused from the meeting.
21. HR and H&S Review
Confidential Item.
22. Date of Next Meeting
Wednesday 7 February 2007 at 6 p.m. in the EMB Conference Room.
T Cash presented his report to members informing them of the Concierge Service outcomes for the period week beginning 4/12/06 to week 01/01/07.
Members were informed that differences in the correlation of figures between the Concierge and Contracts departments would be investigated and Concierge Service outcomes regularly reported to the Board.
15. AGM Update
M Dingwall confirmed that K Johnson, H Spence and N Wilde would be standing down at the AGM with H Spence and N Wilde standing for re-election.
S Flint will check the Articles to ensure all persons eligible to attend have received an invitation and agenda.
H Woodward confirmed that all members of the Association had been sent invitations and agendas, the hall had been booked and PA equipment was available.
16. Contract and Repairs Manager Report
The contents of the report were noted with members informed that the forthcoming vacant admin post, held by M Smith, would not be filled.
17. Budget Report
Re-allocated to item 5a on the agenda.
18. Housing Management Report
T Cash presented the report in the absence of G Stockford and contents were duly noted by the Board.
Members were informed that appendix B (Current Tenancy Arrears by Areas) in subsequent reports, will be represented in percentage terms.
19. Resources Committee Minutes
N Wilde proposed, S Braham seconded with all members in favour that the Resources Committee minutes of 20/11/06 and 18/12/06 be adopted.
20. Any Other Business
No items were raised for discussion.
M Warner was thanked for her attendance and was excused from the meeting.
21. HR and H&S Review
Confidential Item.
22. Date of Next Meeting
Wednesday 7 February 2007 at 6 p.m. in the EMB Conference Room.