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Board of Management Meeting Summary - 31st July 2023

Estuary Housing Association Board of Management Meeting Summary

Monday 31st July 2023

Standing Items

  • The meeting was quorate, apologies for absence received from Janis Gibson. There were no additional declarations of interest made.
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board noted the application of the Estuary Housing Association (EHA/Estuary) seal.

Strategic

  • The Board received an update on the last engagement meeting with the Regulator of Social Housing and noted updates on other key issues.

Year End Reporting

The Board received:

  • Audit Management Letter and Letter of Representation.
  • Annual statement on internal controls assurance.
  • Annual Value for Money Statement.
  • Consolidated Financial Statements

The Board received assurance regarding regulatory compliance, internal controls and risk management.

The Board approved:

  • Financial Statements for the year ended 31 March 2022 and Letter of Representation and authorised the Chair, Chief Executive, Chief Financial Officer and Company Secretary to sign on behalf of the Board.
  • Its assurance of compliance with the Governance and Financial Viability Standard.
  • Recommendation to the Annual General Meeting to appoint Beever and Struthers as the Association’s external auditors for 2023/24.
  • The revised Strategic Risk Register.
  • The self-assessment against the Housing Ombudsman Service Handling Code.
  • Strategic performance targets for 2023/24.

Governance

  • The Board approved the Equality, Diversity and Inclusion Policy and Strategy and agreed to appoint a Board Diversity Champion.
  • The Board received a report on Long Term Financial Plan scenario testing and mitigation planning.

Meeting started at 16:00 and closed at 17.50

 

Board of Management Meeting Summary - 12th June 2023

Estuary Housing Board of Management Meeting Summary

Monday 12th June 2023

 

Standing Items

  • The meeting was quorate, apologies for absence received from Richard Moriarty. There were no additional declarations of interest made.
  • The minutes of the meeting were approved and matters arising updates noted.
  • The Board noted the application of the Estuary Housing Association (EHA/Estuary) seal.

Strategic

  • The board agreed and approved the Strategic Priorities for 2023/24.
  • The board received an update and assurance on building safety and decent homes.

Finance and Risk

  • The board approved the Long Term Financial Plan including updated assumptions, golden rules, stress testing and mitigation plan.
  • The board delegated authority to the Chief Financial Officer with support from the Audit and Risk Committee. Chair to make any required changes to the plan ahead of the Financial Forecast Return submission.
  • The board received the Q4 financial performance and treasury assurance report.
  • The strategic risk register was presented for reading with no amendments to the last report and the Board noted and received assurance on the annual health and safety report.

Performance

  • The Board received the data protection officer’s annual report, receiving assurance on data protection.
  • The Board received a report on the performance of its committees and approved recommended amendments to the terms of reference.
  • The board approved a revised Probity Policy and received assurance on compliance with the Consumer Standards, Governance Code and Economic standards.

Meeting started at 16:00 and closed at 18.07

Board of Management Meeting Summary - 28th November 2022

Standing Items

  • The meeting was quorate, there were no apologies for absence. Two new declarations of interest were made, which did not raise any conflicts.
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board noted the application of the Estuary Housing Association (EHA/Estuary) seal. 
  • The Board noted that a disclosure of interest shared ownership sale, and bank mandates and loan signatories had been approved by electronic procedure.

 

Strategic

  • The Board received the final external governance review report and presentation.
  • The Board approved the Data Strategy.
  • The Board received a risk management update and approved recommended changes.
  • The Board received an update and assurance on building safety.


Finance

  • The Board received the financial performance and treasury assurance report and approved the updated Long Term Financial Plan.


Performance

  • The Board received assurance on strategic performance through the Corporate Dashboard report.
  • The Board received a presentation on the Customer Voice Roadshows.
  • The Board discussed growth opportunities and received the development update. 


Governance

  • The Board received and approved the reviewed Board Code of Conduct.
  • The Board approved the publication of the self-assessment against the Housing Ombudsman’s Complaints Handling Code.
  • The Board approved a recommendation to delegate authority to the Company Secretary to approve non-material updates to corporate policies. 


Committee and Subsidiary Board updates

  • The Board received and noted the minutes of the previous Committee meetings. 


Meeting started at 15:00 and closed at 17:33.
 

Board of Management Meeting Summary - 12th September 2022

Standing Items

  • The meeting was quorate, there were two apologies for absence and no additional declarations of interest.
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board noted the application of the Estuary Housing Association (EHA/Estuary) seal. 


Strategic

  • The Board approved the Service Charge Strategy.
  • The Board received the revised Tenancy Policy and criterion.
  • The Board received an update on property sustainability and discussed moving forward with pace.
  • The Board received an update and assurance on building safety.
  • The Board received a report on the Care and Support service.
  •  The Board received assurance on strategic performance through the Q1 Corporate Dashboard.


Finance

  • The Board received assurance on the Association’s compliance with Criminal Facilitation of Tax Evasion Legislation.
  • The Board received the financial performance and treasury report.


Performance

  • The Board discussed growth opportunities and options and approved a development agreement with Dove Jeffrey. 


Governance

  • The Board received and approved the revised Shareholding Policy.
  • The Board agreed the schedule of appointments to Board Committees and Subsidiary Boards.
  • The Board recommended to a meeting of the shareholders that Ian Green be formally elected to the Estuary Housing Association Board of Management and be appointed as the Chair.


Committee and Subsidiary Board Updates

  • The Board received and noted the minutes of the previous Committee and Subsidiary Board meetings. 

Meeting started at 15:00 and closed at 17:35.
 

Board of Management Meeting Summary - 25th July 2022

Standing Items

  • The meeting was quorate, there were one apologies for absence and no additional declarations of interest.
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board noted that revised delegated authorities and a disclosure of interest shared ownership sale had been approved by electronic procedure.


Year End Reporting

The Board received:

  • Audit Findings and Letter of Representation.
  • Annual report on Compliance, Risk and Internal Controls Assurance.
  • Annual Value for Money Statement.
  • Consolidated Financial Statements.

The Board received assurance

  • The Board agreed that sufficient assurance regarding regulatory compliance, internal controls and risk management had been provided to approve the financial statements.

The Board approved

  • The Letter of Representation and authorised the Chair and Chief Executive to sign on behalf of the Board.
  • The Board certified compliance with the Governance and Financial Viability Standard and the NHF Code of Governance 2020.
  • The Internal Controls Compliance Statement.
  • The revised Strategic Risk Register.
  • The Value for Money Statement.
  • The Financial Statements for the year ended 31 March 2021.
  • The signing of the Letter of Representation by the Chair and the signing of the Financial Statements by the Chair, Chief Executive, Chief Financial Officer and Company Secretary.
  • The Board noted the disclosure of the remedial works throughout the Financial statements and audit report.


Governance

  • The Board noted that the Governance & Remuneration Committee had appointed RSM to conduct an independent review of governance.

The Board received and approved 

  • The 2022 Modern Slavery statement.
  • The Business Assurance Framework.
  • The Health and Safety Committee Terms of Reference.

Meeting started at 16:00 and closed at 18:00.