If you would like to discuss these minutes or any other Committee related matter, please contact your chairperson,
COLIN FRASER ON Redacted Information
Committee of Management
Minutes of Meeting – 19th November 2025
Present: Colin Fraser (Elected Chair)
Lynn Jameson (Elected Vice-Chair)
Jim Hemphill (Temporary Chair for this meeting)
Morag Orr
Alan Lamont
Amanda Aitchison
Elizabeth Stewart
Liz Robertson
George Thomson
In attendance:
Larke Adger (CEO)
David Mills (COO)
2. MOTION TO APPROVE MINUTES, 22nd October 2025
The Minutes of the meeting held on 22nd October 2025 were approved by Committee
• AL Proposed / MO Seconded / Committee unanimously approved the minutes
3. MATTERS ARISING FROM THE MINUTES
Committee were asked to ratify a written resolution for the revision made to the Annual Assurance Statement as per the CEO’s email dated 28th October 2025. 8 Committee Members voted “yes” (via email) to approve the revisions, to allow the AAS to be submitted to the Scottish Housing Regulator by 31st October 2025. In accordance with rule 52, written resolutions require not fewer than three quarters of the Committee members. This would require 7 x committee members to agree. 8 x committee members voted “yes”.
• This was subsequently unanimously ratified during the meeting.
4. DECLARATIONS or NOTES OF INTEREST
JH and MO declared their interest in Item 20.0
CM declared her interest in Item 24.0
5. GUESTS, VISITORS, OBSERVERS
Cheryl Miller (Observer – application for co-optee)
Erin Mullen, Finance Officer (Prospect Community H.A.) – Item 7
6. CASH IN BANK, INFLATION & INTEREST RATES
All cash balances across the 4 x WGHC bank accounts were presented by the CEO and a summary total provided, which stood at £1,043,849. This was an increase of £75.4k from the figure reported at the October meeting.
Inflation was reported at 3.8% (3.8% in the previous month) and interest rates were held at 4.00% (4.00% in the previous month). As requested by Committee, the CEO presented information on interest paid and balances of the 5 loans WGHC has with the Nationwide Building Society, including notification of movement of £250k from RBS to NBS.
AL asked why WGHC had a target of 2% inflation – if we were never getting near it. The CEO answered this question pointed out this was the Bank of England target
• Committee noted the report.
7. MANAGEMENT ACCOUNTS PRESENTATION
Erin Mullen (Prospect Community Housing) joined via MS Teams, at 19.05 hrs
Appendix 1 was presented to Committee by Erin. Q2 reporting figures were presented
Income and surplus were discussed and declared
Gross Rent Arrears and Void Loss were discussed and declared
Cash and Deposits were declared along with loan covenants
The statement of comprehensive income was discussed and declared
The statement of financial position was discussed and declared
The statement of cash flow was discussed and declared
• Committee noted the report.
• Erin was thanked for her presentation by the Chair
Erin Mullen left the meeting at 19.17hrs
AL asked why the void loss was so much better than budget. The CEO demonstrated the Void/Relet sheet to committee, explaining the void loss expectations.
8. 2nd QUARTERLY PERFORMANCE REPORT
Appendix 2 was presented to Committee by the COO. The COO presented the new format quarterly performance report.
The Committee were guided through the sections of both benchmark achievements and statutory / regulatory information giving assurance regarding tenant safety and protection of WGHC assets. The report will be published on the WGHC website.
CF asked for an explanation of the difference between ‘estate management’ and ‘asset management visits. This was explained to committee by the COO.
• Committee noted the report
9. GOVERNANCE, RISK, COMPLIANCE, HEALTH & SAFETY REPORT
The COO presented the governance, compliance, health and safety report to Committee.
As accepted practice and to give Committee assurance, the COO also reported:
FOISA / EIR Requests since last meeting = NIL
Subject Access Requests since last meeting = NIL
Information Data Breaches since last meeting = NIL
Open Notifiable Events with SHR = Three (31183 / 31359 / 31437)
Under Health & Safety, a discussion was held regarding staff and tenant home visits. The interview room will be used more for tenant meetings as opposed to home visits, although there will still be occasions when home visits are appropriate.
CF / MO / LS / LJ asked questions regarding overall staff health & safety, signage, how serious is the issue and whether disabled / vulnerable tenants would still be visited within their homes.
• Committee noted the report
10. MEMBERSHIP & USE OF THE COMPANY SEAL
The COO reported that since the last meeting, there has been:
One new membership:
Membership No. 813
Date of Commencement: 31st October 2025 Sole Tenancy
Two ended memberships:
Membership No: 760
Date of Cessation: 22nd October 2025
Membership No: 731
Date of Cessation: 26th October 2025
• Committee noted the report
11. ROLLING ACTIONS ITEM LIST
EOT – Deceased
EOT – Moved away
Committee were shown the table of 4 items constituted as being ‘rolling actions’ – 3 were still in progress and 1 was on hold until the staffing situation had stabilised / improved. The primary update related to the Committee training plan for 2025/26.
CF / LS / LJ asked questions regarding trees around the estate, budgets, tenant planted trees and tree preservation orders. Questions were answered by the CEO / COO.
• Committee noted the report
12. FULLY MUTUAL CO-OP RULES (SFHA EXERCISE)
The CEO advised committee of the exercise undertaken with the exiting 7 x Scottish cooperatives (Appendix 3) and the SFHA regarding clarity over the fully mutual rules. TC Young (solicitors) are assisting with this and associated costs are being borne by SFHA.
CF / AL / LJ asked questions about invoicing, specifically questions relating to Item 5 within the document. These were answered by the CEO.
• Committee noted the report
13. STAFF UPDATE / RECRUITMENT
The COO advised committee on 3 matters relating to staffing and recruitment, which have been redacted from these minutes.
• Committee noted the report
14. EVICTION COSTS
The COO advised committee on all costs associated with a decree for eviction. Overall costs finalised at £4.8k. Other associated information have been redacted from these minutes.
• Committee noted the report
15. BUDGET AND 30 YEAR FINANCIAL PLANS – CAF BANK LOAN
The CEO advised committee that plans were being implemented for the 2026-2027 budget packs, including the 30 year financial plans. The CEO has initiated new discussion with CAF Bank as our likely preferred lender. Further proposals will be put to committee within the December committee meeting.
MO / CF asked questions regarding the CAF Bank proposal which were answered by the CEO.
• Committee noted the report
16. NOTIFIABLE EVENT 31437 – COMMITTEE GOVERNANCE
The COO provided an update to Committee regarding the convening of the sub-committee to consider the final report provided by Indigo House.
• Committee noted the report
17. NOTIFIABLE EVENT 31183 – CLADDING FINANCIAL IMPACT
The CEO provided an update to Committee regarding the open notifiable event with the SHR, no. 31183. This relates to the cladding issues at the FQ Flats, from the financial perspective to WGHC. The CEO further informed Committee details regarding SG funding, working in partnership with WHE and an update from the SHR regarding WGHC finances.
CF asked questions regarding the finance plans for SHR and discussions around the % for incidental expense claims.
• Committee noted the report
18. NOTIFIABLE EVENT 31359 – TENANT HEALTH & SAFETY
The COO provided an update to Committee regarding the open notifiable event with the SHR, no. 31359. This relates to the recent Single Building Assessment undertaken at the FQ flats and the cladding issues from a tenant health and safety perspective. An update of the fire action (Appendix 4) (Version 8.0) plan was discussed with Committee
• Committee noted the updated fire action plan (11.11.25 version 8.0)
• Committee noted the report
19. SHAPS EMPLOYER CONSULTATION RESPONSE
The CEO informed Committee of a consultation undertaken by SHAPS pensions with a view to increasing their management fee structure. This would increase WGHC costs by c. £2,461.08 which equates to a 54.42% cost uplift
CF asked if the pension could be moved to an alternative provider. The costs for doing so were currently prohibitive @ c. £550,000
• Committee unanimously opposed the increase to the proposed fees
20. GRASS CUTTING SERVICE – ELIGIBILITY REVIEW
JH / MO declared an interest and left the meeting
The Committee had asked, earlier in the year, for the CEO to put forward a revised grass cutting service eligibility criteria / review report. The CEO presented her findings to Committee giving current financial liability, possible future liability, peer review findings and other helpful information and evidence.
CF / LS / AL / LJ asked various questions and there was robust discussion on the topic.
• Committee unanimously agreed to keep the existing eligibility criteria
JH / MO were re-admitted to the meeting
21. CHANGE IN BANK MANDATES
The CEO confirmed to Committee of the change in mandated signatories for the Nationwide Business Access Account.
• Committee noted the report
22. DRAFT COMMITTEE TRAINING PLAN
The CEO presented (Appendix 5) to Committee constituting their proposed training plan from September 2025 to September 2026, following their previous requests and input from the October 2025 meeting.
• Committee unanimously agreed their proposed training plan
23. DRAFT REVISION TO TENANCY MANAGEMENT POLICY, 2025
The CEO presented section 6.5 of the Tenancy Management Policy to Committee. This change was proposed as a result of staff requirements following a health and safety meeting. The proposed change was as follows:
Responding to reports of antisocial behaviour – all meetings will be expected to take place within the WGHC interview room/office (as standard) unless a home visit is required. Home visits should be considered only where necessary or required.
• Committee unanimously approved the minor change to the Tenancy Management Policy and asked that it be published within the next newsletter
24. CO-OPTEE APPLICATION TO JOIN COMMITTEE
CM declared an interest and left the meeting
The Committee considered a co-optee application to join the Committee.
CF asked if CM would receive the appropriate induction training. This was confirmed by the CEO.
• Committee unanimously approved the application
CM was re-admitted to the meeting
25.
ANY OTHER COMPETENT BUSINESS
26. DATE OF NEXT COMMITTEE MEETING
It was proposed the next meeting be held on Wednesday 17th December 2025 at 18.15hrs. (Doors open at 17.45hrs)
• Committee approved the next Committee Meeting to be held on Wednesday 17th December 2025 at 18.15hrs.
Signed: Redacted Information
Acting as Chair for Meeting
Date: 17th December 2025
NB: Committee Board Papers available upon request, contact our office. Although extreme care and effort are taken with the production of papers and minutes, there may be occasional grammatical and/or spelling errors. Apologies are extended on the occasion of these rare circumstances.