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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.