SHR Board Minutes Minutes - 8 October 2024

Present

Professor Ken Gibb

GW welcomed KG to the meeting.  KG presented to the Board on the work of the University of Glasgow & UK Collaborative Centre for Housing Evidence (CaCHE).  He highlighted:

• establishment, structure and funding;
• work to use evidence to inform policy and practice in the UK;
• research themes and current work on rent controls, supply and Housing to 2040 and the housing infrastructure;
• the Scottish context in terms of rents, homelessness, housing emergency and the supply programme and the housing system interdependencies; and
• the importance of recognising systems thinking and the whole housing supply ecosystem. 

KG presented further detail on research on rent control including principles, practicalities and international experience and also on rebooting the affordable housing supply programme.   He discussed the impact of Scottish Government policy on rent freezes and other international approaches. 

KG and the Board discussed:

• the impact of rent control on supply;
• the forthcoming Housing Bill and how politics is shaping the housing system;
• National Outcomes and the wider impact of housing and the importance of cost benefit analysis that is compliant with Treasury green book guidance to inform decisions;
• the implementation gap between policy and delivery, noting issues around capacity;
• challenges in measuring the social value of policy interventions; and
• the importance of research based on good data and making the best use of data held.

The Board thanked KB for his time.  It welcomed the opportunity for the discussion and noted the informative presentation on CaCHE work.  

Introductions, apologies & declarations

GW welcomed all present especially new Board member AA and everyone introduced themselves.   The Board welcomed AA and noted that he was previously Chair of Grampian Housing Association.  

The Board noted apologies from SHR Board member Ewan Fraser (EF). GW reported that EF has provided feedback on the Board pack, which he will incorporate into discussions. There were no other apologies. 

SW declared that she has been appointed as an Independent Member of the Scottish Parliamentary Corporate Body’s Advisory Audit Board and that this involves commissions with Scottish Information Commissioner,  Scottish Human Rights Commission and Scottish Public Service Ombudsman.   The Board noted her declaration. 

The Board noted that AA will discuss potential declarations further with RH. 

There were no other declarations of interest.  

Consent Agenda

The Board noted and approved the consent agenda including:

• the Chair and Member activity report;
• 20 August 2024 and 17 September 2024 Board minutes
• ARAC update; and
• the matters arising report. 

CEO report

MC presented on issues and developments that impact regulated bodies, the wider housing environment and SHR.  

MC set out options for the Board around the SHR’s National Panel of Tenants and Service Users funding in the context of emergency spending controls. The Board noted the potential to deliver modest savings by putting the Panel’s work on hold in this financial year.  It discussed:

• how SHR works with the Panel and the output;
• Panel membership;
• the management contract arrangements;
• the importance of listening to tenants and service users and the value the Panel brings in terms of direct feedback; and
• the role of Tenants Together Scotland, agreeing to also explore opportunities to work with it.

The Board agreed to continue with the existing plans to fund the Panel research for this financial year, noting associated costs

IM presented to the Board on climate change obligations.  He reported that previously agreed emissions targets were based on different office accommodation that became unavailable to SHR.  IM explained that as SHR has now moved into 220 High St, alongside Social Security Scotland it must review the targets and align with plans for the building.    The Board noted the change in situation and agreed to adjust SHR’s target date for Scope 1 and Scope 2 targets from 2025 to 2045.  It also noted that work is planned around Scope 3.

IM also presented proposals to commit expenditure for legal advisory and web hosting and support contracts.   He explained that these are decisions retained by the Board.   The Board discussed:

• spend controls currently in place and SHR’s budget;
• the Board’s role in considering the contracts following procurement, noting the role of a procurement panel;
• costs associated with web hosting and support, noting that SHR does not have digital expertise embedded and uses a Scottish Government procurement framework;
• cyber security, noting the support for SHR’s website and that our corporate IT services are covered by Scottish Government in terms of security; and
• support costs, noting this is formatted in hours per month to work with SHR, resolving any issues and how that has been increased a little based on previous experience of need.  It also noted that that legal support is demand led.  

The Board approved financial spend authority for renewal of the two contracts and asked IM to provide information on value for money for each and to involve the Board prior to contract award.  It noted that IM  will explore how best to do this and any related decisions may need to be handled by email depending on timing.  

MC updated the Board on Housing to 2040 Strategy Board, explaining that the Scottish Government is gathering ideas from stakeholders on responding to the Housing Emergency it declared.   MC explained aspirations for data to be collected around empty properties and voids.  He set out how SHR is limited to collecting data for regulatory purposes, unless there is wider support such as when it collected Covid related data.  The Board noted that any data collection would have resource implications for SHR. 

MC updated the Board on RAAC.  He confirmed that although individual landlords will hold address information for impacted properties, there is no national register in place.  MC reported on engagement with landlords to clarify the position and that further amendments to data will be handled via notification and regulatory engagement.  

MC confirmed that discussions with Scottish Government have started earlier than normal around the budget and publication is expected around 9 December 2024.  

The Board noted the CEO report. 

Actions:

• IM to proceed with research work with the National Panel of Tenants and Service users.
• IM to amend SHR’s emissions targets to reflect 220 High St and to report on this in the annual climate change return to the Scottish Government and in SHR’s next annual report.  
• IM to commence procurement to renew SHR’s contracts for legal advice and also for web hosting and support.  IM to provide further information to the Board on value for money prior to awarding contracts.  

RSL and Local Authority Housing and Homelessness Services Risk Assessment

HS and JJ presented proposals for the annual housing and homelessness services risk assessment for RSLs and Local Authorities.   They highlighted the housing emergency context and the potential for any data collection to impact work plans. 

JJ also highlighted the strategic context, homelessness statistics and the fiscal environment.  He outlined key themes.  The Board considered the risk assessment proposals and discussed:

• children and women experiencing homelessness, noting plans to examine more indicators and the system journey for temporary accommodation, and how the structured conversations can help fill data gaps.  It agreed that it is important to look at moves between places of temporary accommodation, noting the relationship with the Unsuitable Accommodation Order and gaps in related statistics;
• SHR’s financial risk assessment model and if this could be used to inform self assessment, noting that HS will consider what further information can be provided in the risks we will focus on publication due in November 2024;
• the EESSH review, noting that related data is not currently being collected and that there are delays to concluding the new standard.  The Board noted that data will be collected 12 months after the new standard is agreed and will require a public consultation so there is a risk of a significant knowledge gap for that data, which SHR should look to highlight.  The Board noted the challenges for landlords around financial planning;
• equalities and protected characteristics;
• reassessment as homeless within one year, noting JJ will discuss detail on this with LP further;
• lead regulators – noting each social landlord has a named Regulation Manager assigned and their contact details are published on engagement plans;
• work to consider pauses in non-essential repairs and any deterioration in service quality, noting use of notifiable events information;
• Gypsy Traveller and factored owners satisfaction levels and related actions, noting current work around a serious concern in Fife and how this will be reflected in engagement plans and regulatory engagement. 

The Board thanked HS and JJ.  It approved the approach to the forthcoming risk assessment and welcomed the use of structured conversations with local authorities to in particular explore equalities issues. 

Actions: HS and JJ to implement the risk assessment methodology and publish a summary of the focus in November 2024, taking account of the Board’s feedback  

Succession planning

RH presented to the Board on succession planning.  She highlighted forthcoming vacancies created by terms ending in June 2024 for GW, AW and SW and potential reappointments due for consideration in 2025.  RH also set out some considerations around the Deputy Chair role, which is selected from within the Board and recommended to Scottish Ministers by the Chair.  The Board discussed:

• the value of a Deputy, especially in supporting a new Chair and options for the transition;
• Board member skills and experience and gaps that will be created, agreeing regulation and finance (preferable accountancy) are required and critical, while experience in other areas such as homelessness, ESG (environmental, social & governance) and net zero remain important and desirable; and
• the financial skills that ARAC needs, noting input from EF as incoming Chair;

The Board welcomed potential reappointment of MD and LP and asked GW to give further thought to the transition of the Deputy Chair role.  It noted he would also work with RH to reflect the Board’s feedback as they develop proposals to take to the Scottish Government who will propose recruitment criteria to Scottish Ministers.  

Action: GW and RH to take account of Board feedback as they develop next steps in Board recruitment and reappointment.

Transfer Commitments

NH presented to the Board on transfer commitments made to tenants.  She reported on transfers from 2020 – 23.  The Board noted that currently only one organisation is exploring transfer options.   NH explained that SHR monitors receiving RSLs via engagement plans, reports, notifiable event and engagement with the governing bodies which all feed into the annual risk assessment.  She highlighted the variations in commitments and timeframes  and the external factors, which can impact delivery such as supply of labour and materials and rising costs as well as the work locally to seek solutions.  NH set out how SHR takes a case-by-case monitoring approach. 

The Board considered the presentation and discussed:

• the importance of good communications approaches, noting approaches by different RSLs such as regular progress updates via newsletters;
• sharing best practice, noting how SHR discusses this with RSLs involved in or considering a transfer;
• historic, consent-based legislation;
• how receiving RSLs involve and keep existing tenants informed about the impact of potential and actual transfers;
• the improved outcomes that tenants often experience in terms of raised standards;
• transfer campaigns, noting SFHA and GWSF have plans to provide guidance and the onus on receiving RSLs around communications;
• how SHR can share more information on transfers, asking MC to consider how more detail can be provided; and
• the very small number of transfers directed by SHR, noting only 2 had occurred over 12 years. 

The Boarded thanked NH and noted the update. 

Action: MC to consider how SHR can share more information on transfers.  

AOB, Agenda Planner, Effectiveness & DONM

Thematic – HS confirmed that the Gypsy/Travellers tenant participation thematic is near completion and a copy has been shared with CS and HTT for input.  

The Board noted that it will meet via Teams instead of in-person in May 2025 to contribute to spending controls.  It also noted the forward programme of guest speakers being developed and that future planning will be tested with the new Chair later in 2025.  

The Board discussed the effectiveness of the meeting and papers.  It welcomed feedback from the staff observer EM and from new Board member AA.   AA also thanked the Board for the warm welcome.   The Board also welcomed the opportunity to meet in SHR’s offices and thanked IM for his work on the move. 

The Board noted that it will meet on 6 November 2024.

Private Session

The Board met in private with the Chief Executive.