Board of Management Meeting Summary – 29th July 2024

Standing Items

  • The meeting was quorate, apologies for absence were received from Ian Martin. 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.

·       The Board received and noted updates on Committee meetings and from the CEC’s report.

 Year End Reporting

·       The Board received:

o   Audit Management Letter and Letter of Representation.

o   Annual statement on internal controls assurance.

o   Annual Value for Money Statement.

o   Consolidated Financial Statements.

 

Governance

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

·       The Board noted and approved:

o   Financial Statements for the year ended 31 March 2024 and Letter of Representation and authorised the Chair, Chief Executive, Chief Financial Officer and Company Secretary to sign on behalf of the Board.

o   The update on the Braintree disposal for the sale at the price offered.

o   The Openness and Transparency Policy and the Governance Continuous Improvement Plan.

Meeting started at 16:00 and closed at 17:18

 

Board of Management Meeting Summary - 17th June 2024

Standing Items

  • The meeting was quorate, there were no apologies for absence There were no additional declarations of interest made.
  • One interest relating to a member’s appointment as a coach/mentor (unpaid) through a recruitment agency was raised.
  • 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 the following which were review and/or approved in between meetings:

o   Staff Code of Conduct (Approved)

o   Tenure Policy (Approved)

o   Annual Complaint HO Self-Assessment Report (Noted)

  • The Board received and noted updates on Committee meetings.

Strategic

·       The Board approved the following policies and strategies:

o   Building Safety Engagement Strategy

o   Communications Strategy

o   Rent Setting Policy

o   Safeguarding Policy

 

·       The Board received and approved external recommendations on Financial Reporting., the Long Term Financial Plan (incl. assumptions, stress tests and mitigation plan) and the new risk on the Strategic Risk Register and the Risk Dashboard around construction quality.

·       The Board received and gained assurance around the Q4 management accounts, as well as the Dexia Prepayment and liquidity considerations.

  • The Board received and noted the following reports:

o   Annual update on complaints and the Association’s self-assessment against complaints

o   Annual regulatory governance self-assessments

o   Committee Terms of Reference

o   Amendments to the Association’s Rules

o   Annual health and safety report

o   TSM performance report

o   Annual Safeguarding report

o   Corporate Strategy Annual report

o   Development Programme Report

 

Meeting started at 16:00 and closed at 18:28

Board of Management Meeting Summary – 18th March 2024

Standing Items

  • The meeting was quorate, there were no apologies for absence. There were no additional declarations of interest made.
  • One interest relating to member re-appointment was noted.
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board received an update and held discussions around Executive pay in the absence of the Executive.
  • The Board noted the application of the Estuary Housing Association seal.
  • The Board received an update on two recent meetings with the Regulator of Social Housing since the last meeting of the Board.
  • The Board received and noted the TPAS report.

·       With the resignation of the Senior Independent Director at the end of the month, the Board approved the recommendation of the Nomination Panel and formally appointed another member as the Senior Independent Director and Chair of the Governance and Remuneration Committee.

·       The Board received updates on the RSH’s G2 grading assessment.

·       The Board an update on the final version of the 2022-2025 Strategy “10 Point Plan”.

·       discussed at the December 2023 Board meeting.

·       The Board received and noted the scope of the Altair project to support Estuary’s financial reporting and approved the Altair financial assurance brief.

Strategic

  • The Board received update and assurance on the progress of building safety works being carried out at the Association’s defined high risk residential buildings (HRRBs) and other significant health and safety works.
  • The Board received an update on the sale of completed new build properties, Sutton Road – Phase 2 Development, outstanding remedial works at completed developments and the Stock Consolidation Strategy.
  • The Board agreed the disposal of properties in Braintree to be moved into Q.1 of the new financial year and the net proceeds of sale to be channelled to the planned reinvestment programme.

Governance and Finance

  • The Board received and gained assurance around update on the rent standard compliance.
  • The Board discussed the developing an internal data function to support with the delivery of our data strategy and provide the Board with adequate assurance around our data.
  • The Board received the financial assurance report, an update on the Association’s Q3 financial and treasury compliance position and on the Braintree asset disposal.
  • The Board received and approved the following:

o   Dexia Prepayment Proposal

o   Updated Treasury Management Policy

  • The Board received and approved the 2024-25 budget.
  • The Board approved the Long Term Financial Plan as recommended by the Audit & Risk Committee.
  • The latest Sector Risk Profile and an update on the Association’s strategic risks were noted and recommended changes to the risk register were approved.
  • The Board approved the annual ESG report and the re-appointment of the Association’s internal auditors for a further 2 years from May 2024.
  • The customer complaint case overview on severe maladministration regarding the Housing Ombudsman determination was noted. 
  • The Board received the Corporate Dashboard, noting updates on key performance indicators and approved the 2024-25 performance targets.
  • The Board approved the updated Health and Safety Policy.

 

Meeting started at 16:00 and closed at 18:41

 

 

Board of Management Meeting Summary – 18th December 2023

The Board welcomed new members Jacqueline Adusei, Suzanne Horsley and Carli Harper-Penman to the Estuary Board.

 

Standing Items

  • The meeting was quorate, apologies for absence received from Carli Harper-Penman.
  • One interest relating to member re appointment was noted
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board noted the application of the Estuary Housing Association seal.
  • The Board received an update on the most recent meeting with the Regulator of Social Housing.
  • The 2022 – 2025 strategic objectives 10-point plan was approved.
  • An overview of a severe maladministration Housing Ombudsman determination was noted and the Board received assurance on the Association’s response to this case.

Strategic

  • The Board received update and assurance on building safety matters.

Governance and Finance

  • The latest sector risk profile and an update on the Association’s strategic risks were noted. Changes to the risk register were approved.
  • An update on rent standard compliance was received.
  • The Board approved the proposed rent setting for 2024/2025.
  • The financial assurance report and a long term financial plan mid year review were received.
  • The Board approved the following governance documents and policies
    • Board and Committee Composition Statement
    • An extension to Board Member Simone Russell’s term by one year.
    • Board Effectiveness Framework
    • Data Protection Framework
    • Publication of the self-assessment against the Housing Ombudsman Complaint Handling Code
    • Revised Confidential Reporting (Whistleblowing) Policy

Performance

  • The Board received the Corporate Dashboard, noting updates on key performance indicators.
  • The Board received an update on stock consolidation and asset management.
  • People data and an update on the staff engagement survey were received.

 

 

Meeting started at 16:00 and closed at 18.26

Board of Management Meeting Summary – 25th September 2023

The Board welcomed new members Julie Parker and Marie Li Mow Ching to the Estuary Board and gave thanks to Janis Gibson and Robert Nichols who would be retiring from the Board in December.

 

The Board appointed Richard Moriarty to Chair the meeting, in the absence of the Board Chair Ian Green.

 

Standing Items

  • The meeting was quorate, apologies for absence received from Ian Green and Claudette Marcano.
  • Updated declarations of interest were noted and the Chair confirmed there were no conflicts arising from items on this agenda.
  • The minutes of the last meeting were approved and matters arising updates noted.
  • The Board noted the application of the Estuary Housing Association seal.
  • Since the last meeting of the Board, the recommendations on recruitment and appointments were approved by electronic procedure.

Strategic

  • The Board received update and assurance on building safety matters.
  • The Board received updates on asset management, stock condition and development. Members confirmed the Boards commitment to achieve 100% decent homes compliance at year end and agreed a programme for stock condition surveying.
  • The Board highlighted a focus on sustainability and requested a decarbonisation survey be undertaken.

Governance and Finance

  • The Board received update and assurance on rent standard compliance
  • The Board approved a new Governance Framework, revised Probity Policy, and recommended appointments to the Board Committees and Subsidiary Boards
  • The Board resolved to keep non-executive director pay at the current level and revisit the benchmarking in advance of the next financial year.
  • The Board received and approved for publishing the annual Modern Slavery Statement and assurance on compliance with the FCA Consumer Duty was noted.
  • The financial assurance report was received and compliance with Criminal Facilitation of Tax Evasion Legislation confirmed.

Performance

  • The Board received the corporate dashboard, noting updates on key performance indicators.
  • A report on customer feedback was received and the Board noted progress against service improvement measures.
  • A presentation on the outcome and findings of the customer voice roadshows was presented.

Committee Updates

  • The Board received an overview of the previous committee meetings and received related minutes.

 

 

Meeting started at 16:00 and closed at 18.50

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 - 21st March 2022

Standing Items

The meeting was quorate, there were no apologies for absence and no declarations of interest.
The minutes of the last meeting were approved and matters arising updates noted.
The Board ratified the application of the Estuary Housing Association (EHA/Estuary) seal.
The Board noted that the Corporate Strategy had been approved by electronic procedure on the 10th February 2022.

Updates

The Board set up a working group to support the delivery of the EHA re branding project.

Strategic

The Customer Strategy, People Strategy and Asset Management Strategy were received and approved.
The Board received an update and assurance on building safety and the progress at Kings House, Vickers House and other blocks.

Risk

The Board approved the Risk Management Policy and Framework.
The Board approved the revised Risk Appetite Statement and Strategic Risk Register.

Finance

The Board received and approved the proposed budget for the year ended 31st March 2023 (2022/23) and a £1m savings target for 2022-25.
The Board approved the assumptions to the Long Term Financial Plan, suite of stress tests and inclusion of the £1m savings target for 2022-25.
Performance
The development programme update was received

Governance

The Board approved the appointment of the Director of Governance and Corporate Assurance as Company Secretary and Data Protection Officer.
The Board approved the merger of the Services Committee and Care and Support Committee, to a newly named Customer Experience Committee.
The Board approved its preferred Board and Committee composition statement.
The Board approved the Board Disputes and Grievance Procedure.
An update was provided on the recruitment of the EHA Board Chair and Audit & Risk Committee independent member.
The Board received an update on progress against the IDA improvement plan and were assured that remaining actions are in progress or not yet due.

Committee and Subsidiary Board updates

The Board received and noted the minutes of the previous Governance & Remuneration Committee, Services Committee, Care & Support Committee and Accession Homes Board

Meeting started at 16:00 and closed at 18:25.