Board Minutes June 2012 - Northern Ireland Housing Executive

27 th June 2012
MINUTES OF THE 610 TH MEETING OF THE NORTHERN IRELAND HOUSING EXECUTIVE HELD ON
WEDNESDAY, 27 TH JUNE 2012 AT 10.00 AM IN THE BOARDROOM, THE HOUSING CENTRE, 2 ADELAIDE
STREET, BELFAST
The Chairman asked Members to switch off their mobile phones or as a minimum, switch them to silent.
1. PRESENT
Mr B Rowntree
Chairman
Mrs A Henderson Vice-Chair
Mr S Begley
Mrs A Coffey
Mrs E Dunbar
Mr E O’Neill left the meeting at 2.45pm
Mrs M Wilson
2. IN ATTENDANCE
Dr J McPeake Chief Executive
Mr S Cuddy
Director of Corporate Services/Deputy Chief Executive
Mr C Bailie
Director of Finance
Mrs M Taggart
Director of Personnel & Management Services
Mr G Flynn
Director of Housing & Regeneration
Miss S McCauley Director of Design & Property Services
Mr J Blease
Head of Corporate Communications & Secretariat
Mrs C Reynolds Meetings Secretary
Ms D Roberts
Management Trainee
Mrs G Daly-Fallon Chief Accountant for Paper No.601/6(7) only.

27 th June 2012
continued……….
ACTION
3. APOLOGIES
Apologies for absence had been received from Mr K Millar who was on holiday and Mrs J Palmer who was
unwell.
4. WELCOME
The Chairman welcomed Danielle Roberts, Management Trainee, who has been shadowing the Chief
Executive during June.
5. DECLARATION OF INTERESTS
The Chairman asked if any Member had an interest to declare in relation to any item on the Agenda.
No interests were declared.
6. MINUTES OF THE 608 TH BOARD MEETING HELD ON WEDNESDAY, 30 TH MAY 2012 – PAPER NO
610/3(1)
It was proposed by Dr M Wilson, seconded by Mrs A Henderson and
Resolved – That the Minutes of the 608 th Meeting held on Wednesday, 30 th May 2012 be approved
and signed by the Chairman. CH
7. MINUTES OF THE 609 TH (SPECIAL) BOARD MEETING HELD ON WEDNESDAY, 6 TH JUNE 2012 –
PAPER NO 610/3(2)
It was proposed by Dr M Wilson, seconded by Mrs A Henderson and
Resolved – That the Minutes of the 609 th (Special) Meeting held on Wednesday, 6 th June 2012 be
approved and signed by the Chairman.

27 th June 2012
continued………………………..
ACTION
8. MATTERS ARISING FROM THE 608 TH BOARD & 609 TH (SPECIAL) BOARD MEETINGS
a) Page 4 Item 8.1(c) – Ventry Lane Hostel – Supporting People -Roles and Responsibilities
The Director of Corporate Services/Deputy Chief Executive advised the Board that a meeting with all
relevant parties including RQIA, DSD, DHSS&PS, is due to take place on 29th June to discuss the
overall framework for accountability. In addition legal advice on the Housing Executive's position is
awaited. The outcomes will be reported back to the Board.
b) Page 5 Item 8.4 – Fire door Set Replacement Programme - Paper No 610/10(3)
c) Page 9 Item 3.1 – Safeguarding Vulnerable Adults: Policy and Procedures
The Director of Corporate Services/Deputy Chief Executive has advised that due to the separate
administrative structures around vulnerable adults and children it will not be possible to amalgamate
the Housing Executive's policies on both. However, the work of each will be cross-referenced. Dr
Wilson reported that further consultation was currently underway.
d) Pages 9/10 Item 13.2(b) – Inter-Divisional Welfare Reform Working Group Discussion Paper –
Communication Plan
The Director of Housing & Regeneration and Head of Corporate Communications and Secretariat
reported that quarterly updates will brought to the Board on progress on Welfare Reform and the
Housing Executive’s communications plans to tenants and the wider public.
e) Page 11 Item 13.3 – People Strategy & Learning and Development Strategy
The Director of Personnel & Management Services informed that Board that staff will have the
opportunity to make views and concerns known to the Board through the staff attitude survey and the
cross divisional business improvement group.

27 th June 2012
8 Continued……………………….. ACTION
f) Page 11 Item 13.4 – Planned Schemes Procurement Strategy
The Director of Design & Property Services Housing and Regeneration confirmed that updates on this
procurement are brought through the Risk & Performance Committee and on to the Board.
9. BOARD MATTERS BROUGHT FORWARD/OUTSTANDING MATTERS
The Board noted the current position on all matters brought forward/outstanding matters.
Decision taken: The paper was approved.
10. GENERAL
10.1 Chairman’s Public Appointments – May/June 2012 – Paper No 610/4(1)
The paper was noted.
10.2 Miscellaneous Matters
a) Late Papers
• Stock Transfer Programme – Correspondence with Minister – to be read as Item No 6(1A)
– Paper No P610/6(1A)
• Update on NIAO Report – NIHE Management of Response Maintenance Contracts – Ian
McCrickard will attend for this and it will be read as Item No 6(1B) – Paper No P610/6(1B)
• Discretionary Compensation (Voluntary Early Retirement) – To be read as Item No 7(8) –
Paper No R610/7(8)

27 th June 2012
10.2(a) Continued………………………..
ACTION
• Communications Issues – To be read as Item No 10(4) – Paper No 610/10(4)
• Response Maintenance Repairs – Outcome of Mini Competitions. To be read as Agenda
Item 7(10) – Paper No P610/7(10).
• Also circulated for information this morning is the published copy of Rural Review 2009 –
2012.
b) Presentations
• Annual Report & Accounts – Paper No 601/6(7) – Grainne Daly-Fallon, Chief Accountant
• ECM/Planned Maintenance Improvement Plan – Paper No P610/7(9) – Siobhan McCauley,
Director of Design & Property Services
c) Industrial Action
11. VICE-CHAIR’S SECTION
Director of Personnel & Management Services reported on NIPSA’s call for public sector wide
industrial action. Members heard that it was too early to assess what impact this may have on
services but that any developments will be notified to the Board.
11.1 Vice-Chair’s Public Appointments – May/June 2012 - Paper No 610/5(1)
The Board noted the Vice-Chair’s appointments.

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continued………………………..
ACTION
12. GOVERNANCE AND ACCOUNTABILITY
Papers were noted and approved as follows:
12.1 Chief Executive’s Appointments – May/June 2012 – Paper No 610/6(2)
The Board was content to note the paper.
12.2 NIHE Corporate Governance Manual – Report + Paper No 610/6(3)
The Board was reminded of the governance review recommendations in relation to a review of the
Board Code of Practice and the review of other governance documentation. The Board had stated
its preference for the development of a Corporate Governance Manual to bring together all key
governance documentation and key governance policies.
The Board was content to note the contents of the manual which will now be published and made
available to staff.
12.3 May 2012 Business Plan Monitor – Report + Paper No 610/6(4)
The Director of Corporate Services/Deputy Chief Executive reported on progress against key
objectives to the end of May 2012. In addition to his report on existing KPIs the Director of
Corporate Services/Deputy Chief Executive reported that the KPIs in the new contracts will be
incorporated into the Business Plan Monitor and reported to the Board
DCS/DCX
The Board was content to note the monitor.
12.4 Draft Annual Report 2011/2012 – Report + Paper No 610/6(6)
Decision taken: The Board approved the content and format of the Annual Report.

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12 Continued……………………….. ACTION
12.5 Annual Report and Accounts 2011-12 – Paper No 610/6(7)
a) The Director of Finance introduced the Annual Accounts. He advised that the accounts included an
accrual of £2.8m of the costs of the VER scheme which is awaiting DFP approval. However, given
the delay in receiving approval, the NIAO has indicated it considers that a provision would be more
appropriate now, with the amount reduced to £2.1m to reflect a potentially less expensive scheme.
NIAO will report this as an unadjusted error. In addition, NIAO has reported on a net change of
£0.7m in the accrued for asbestos, again regarding this to be an unadjusted error. The Board
approved the Director of Finance’s recommendation that the accounts did not require an
adjustment in respect of these matters.
The Board noted a press notice is to be released by NIAO when the Housing Executive’s accounts
are laid before the Assembly on Thursday. The Board felt this was a most unusual action by NIAO
and asked the Director of Finance to seek further information on why NIAO considered this action to
be appropriate.
b) The Director of Finance then outlined the timetable for the signing off of the Accounts by the
Chairman and Chief Executive, DSD and the Comptroller & Auditor General. It was noted that the
SIC had been amended since the Audit Committee meeting on Monday and was included within the
Accounts presented for approval . Other more minor adjustments to the accounts were advised to
the Board by way of a summary table. The Chairman asked that Board Members receive an
updated version of the SIC together with any associated press release and an indicative timeframe.
DOF
DOF
Mrs Grainne Daly-Fallon joined the meeting and presented the draft accounts to the Board outlining
the methodology used in their preparation, the key changes throughout the year and the timeframe
for submission.
The Director of Finance wished to record his thanks to Mrs Daly-Fallon and her team for their
excellent work in the preparation of the accounts. On behalf of the Board the Chairman endorsed
the comments made.

27 th June 2012
12.5 continued……………………….. ACTION
c) The Vice-Chair then confirmed that the Audit Committee had considered the Annual Accounts at its
meeting on 25 th June and is content to recommend them to the Board for approval.
Decision Taken: The Board approved the Annual Accounts 2011/12 for signing by the Chairman
and Chief Executive.
12.6 Updating of Standing Orders with Revised Procurement Control Limits – Paper No 610/6(8) -
First Reading
The Board noted the new Northern Ireland Procurement Board approved, Procurement Control
Limits and agreed the proposed associated amendments. It was noted that in accordance with
Standing Orders the paper would be brought back to the July Board for a second reading following
which the changes will be operational.
Decision taken: The paper was approved as a first reading.
12.7 Summary and Action Note from the 386 th Meeting of the Northern Ireland Housing Council
held on Thursday, 14 th June 2012 – Report + Paper No 610/6(9)
The Board noted the Chief Executive’s report on the business discussed at the Housing Council
meeting.
13. STRATEGY/POLICY PAPERS – FOR APPROVAL
13.1 Multi-Discipline Consultant Procurement Strategy – Report + Paper No 610/7(4)
The Board considered a paper detailing proposals for a revised construction-related multi Discipline
Consultant Procurement Strategy. The multi discipline framework will provide the necessary
professional services for Planned Schemes, mainly Revenue Replacement, External Cyclical
Maintenance (ECMs)/Local Area Priorities (LAPs), Adaptations (APDs), other Capital works.
Decision taken: The Board approved the paper.

27 th June 2012
13 continued……………………….. ACTION
13.2 Privately Financed Solar Electricity Scheme for NIHE Stock – Paper No 610/7(7)
The Board considered proposals for the development of a solar electricity scheme for NIHE stock.
The Board agreed that an inter-divisional project team to assess the options and identify the
preferred option.
Decision taken: The Board approved the paper.
14. ROUTINE BUSINESS PAPERS – FOR APPROVAL
14.1 Demolition 22 Drumbawn Close, Enniskillen – Report + Paper No 610/8(4)
Decision Taken: The paper was approved.
14.2 Home Loans Scheme – Mortgage Interest Rate – Paper No 610/8(8)
The Board noted the position in relation to the mortgage interest rate and approved the proposal to
allow the Director of Finance to approve any further changes.
Decision Taken: The paper was approved.
14.3 Application to Write-Off Debt due from Former Tenants and Illegal Occupants – Paper No
610/8(9)
Decision taken: The paper was approved.
14.4 Response Maintenance Competency Framework – Paper No 610/9(2)
It was noted that this paper should be marked for approval and not for information.
The Board noted details of the approach for designing and delivering a competency framework as
part of the Response Maintenance Improvement Plan. They welcomed the initiative.

27 th June 2012
14 continued……………………….. ACTION
Decision taken: The Board approved the paper.
15. CLEARING HOUSE ROUTINE BUSINESS FOR APPROVAL – PAPER NO 610/8(11)
The Board noted that the schemes included in this paper had been processed through Central Clearing
House and the Chief Executive’s Management Committee and recommended for submission to the Board
for approval.
a) Bawnmore Estate Phase 2, Newtownabbey
b) Beachlands, Carnlough
c) Woodland House & Beechwood House, Newtownabbey
d) Medium Rise Flats in Newtwonabbey 1 District
Decision taken: The Board was content to approve the Central Clearing House Routine Business.
16. STRATEGY/POLICY UPDATE PAPERS – FOR INFORMATION
16.1 NIHE ICT Strategy 2011 – Paper No 610/9(1)
The Board noted a summary of the updated ICT Strategy following the review carried out in late
2011 together with the programme of work which has the capability to transform the way the
organisation operates and delivers services to its customers.
16.2 Supporting People Programme Update – Paper No 610/9(3)
The Board noted a report on the delivery of the Supporting people Programme for 2011/12.
16.3 Housing Market Renewal Approach to Regeneration – Paper No 610/9(4)
The Board noted a paper outlining the general direction of travel to deliver housing-led
regeneration. It was noted that a more detailed paper will be submitted to the August Board

27 th June 2012
16 Continued……………………….. ACTION
meeting. This matter will be placed on the Matters Brought Forward/Outstanding Matters list
pending submission of a further paper to the Board.
17. ROUTINE BUSINESS PAPERS – FOR INFORMATION
DHR
17.1 HMS Update – Paper No 610/10(1)
The Board noted the current position on progress with HMS implementation.
17.2 Traveller Accommodation Update 2012 – Paper No 610/10(2)
In noting the paper Members agreed that Travellers Accommodation should be the subject of a
dedicated debate at a future Board meeting.
DCS/DCX
17.3 Fire Door Replacement Programme – Paper No 610/10(3)
The Board received an update on the ongoing development of a Fire door Replacement
Programme.
17.4 Communication Issues June 2012 – Paper No 610/10(4)
The Board noted the key media issues arising since the last Board meeting.
18. ANY OTHER BUSINESS
18.1 Presentation on Human Rights Guidance
Due to pressures of other business it was agreed that this presentation should be deferred until the
July Board meeting.
DCS/DCX

27 th June 2012
continued………………………..
ACTION
18.2 Schedule of Information Papers
The Board noted a schedule of information papers available on request from the Secretariat:-
a) House Prices and Affordability; Latest Indicators and Research
b) Asset Management (Land and Property) 2011 – 12 Report
19. DATE AND VENUE OF THE NEXT BOARD MEETING
It was noted that the next meeting of the Board will be held on Wednesday, 25 th July 2012 at 10.00 am in
the Boardroom, 6 th Floor, Housing Centre, Belfast BT2 8PB.
_____________________ ______________________
CHAIRMAN