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ASHTON PIONEER HOMES LIMITED

STANDING ORDERS

October 2013

Standing OrdersRevised October 2013x/governance/

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ASHTON PIONEER HOMES LIMITEDStanding Orders, Terms of Reference and

Delegations

Contents Page

1. PRINCIPLES 3

2. MEMBERSHIP OF THE COMPANY 4

3. MEMBERSHIP OF THE BOARD OF 5MANAGEMENT AND ITS COMMITTEES

4. OFFICERS OF THE COMPANY 6

5. CONDUCT OF THE BOARD AND 7ITS COMMITTEES

6. BOARD OF MANAGEMENT 9

7. REMUNERATION COMMITTEE 13

8. AUDIT 13

9. DELEGATIONS TO THE CHIEF EXECUTIVE 15

10. THE COMPANY SECRETARY 17

11. ROLE OF THE CHAIR 18

12. ROLE OF THE DEPUTY CHAIR 19

13. DELEGATION TO COMPANY SECRETARY 19


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1. PRINCIPLES

1.1. The Company’s legal form is of a company limited by guarantee and registered under the Companies Acts. As such, it is a “not for profit” Company and has guarantors (members) rather than shareholders.

1.2 The Company’s Memorandum and Articles of Association are the definitive statement of purposes, powers and governance arrangements. These Standing Orders, Terms of Reference and Delegations formulated under the Articles of Association are the detailed rules under which the Company will operate.

1.3 The Company’s Board has determined that in the light of its initial small housing stock and the importance of involving all in achieving delivery of its commitments to its tenants, that it will operate on the basis of all strategic and performance monitoring activities being undertaken by the Board itself. Beyond this, day-to-day operational activity will be delegated to employees under the direction of the Chief Executive who is responsible directly to the Board of the Company.

1.4 All Board members have a fiduciary responsibility to the Company. In conducting business they must at all times concern themselves with two principles: -

1.4.1 whether the Company is keeping within its objectives and powers; and

1.4.2 whether its actions are financially responsible.

1.5 In turn, the Chief Executive has the duty to ensure that these principles are adhered to and has the right to make all reasonable enquiries in furtherance of this duty. If he or she believes a breach has occurred then there is a standing requirement to report immediately to the Chair (or if the suspected breach is by the Chair, to one of the Deputy Chairs). It is the duty of every Board Member to draw to the attention of the Chief Executive any possible breaches.

1.6 In addition the Company as a Registered Provider is subject to the regulatory role of the Homes & Communities Agency or its successor body. The Chief Executive will ensure that all Board Members and employees are aware of its standards and requirements and arrange a formal monitoring procedure to ensure compliance.


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2. MEMBERSHIP OF THE COMPANY

The Company has three membership categories: -

2.1 The Council – as a corporate member.

2.2 Tenants of the Company.

2.3 Business and social representatives (Ordinary).


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3. MEMBERSHIP OF THE BOARD OF MANAGEMENT AND ITS COMMITTEES

3.1 The Company’s Board of Management (the Board) comprises 4 persons nominated by the Council (Council Board Members), 4 persons who are tenants recruited from the tenants of the Company (Tenant Board Members) and 4 persons who are independent of the Council and the tenants and who are elected by the members of the Company (Ordinary Board Members).

3.2 The Board has overall responsibility with two standing Committees being: -

3.2.1 Audit; and

3.2.2 Remuneration

3.3. Other Committees may be formed from time to time.

3.4 The Board may, at its discretion, at any time during the year co-opt additional members (who may, or may not, be members of the Company) appointed for their specialist skills and expertise to the Board or any Committee of the Board. The Board may also, at any time during this year co-opt up to three of the Company’s executive officers to the Board.

3.5 Should a vacancy for an Ordinary Board Member or a Tenant Board Member arise during the course of a year the Board may appoint a replacement. If the vacancy is for a Council Board Member and the Council fails to nominate within one month of a written request, the Board may appoint. Board Members appointed under this provision only serve until the next Annual General Meeting.

3.6 Members of Committees will normally be appointed at the first meeting of the Board following the AGM. The appointment will normally be until the next AGM. The Board shall appoint each Committee’s Chair and Deputy Chair and determine the quorum of the Committees. Should a vacancy arise during the year the Board may appoint a replacement. The members of any Committees must comprise at least one Board Member and no more than five co-opted members (who may, or may not, be co-opted members of the Board). The Chair of the Board shall be an ex officio member of all Committees of the Board.

3.7 Membership of any Committee will be at the discretion of the Board having regard to the individual Member’s profession, expertise, etc. Other Board Members may attend meetings as observers but without the right to speak (other than with the agreement of a majority of those present) and with no right to vote. Agendas for all Committees will be sent to all Board Members and co-opted Board Members.

3.8 From time to time the Board may choose to establish ad hoc Committees in order to examine particular issues. Such Committees or sub Committees must be appointed by the Board or relevant Committee and have clearly defined Terms of Reference.


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4. OFFICERS OF THE COMPANY

4.1 The Board will in accordance with the Company’s Articles, after each AGM, elect a Chair. Two Deputy Chairs will also be elected, with special responsibilities for Housing and Finance.

4.2 In respect of the Chair and Deputy Chair of the Board and its Committees no person may hold more than one Chair`s post at the same time (except where specially provided in the Terms of Reference)

4.3 A co-opted member of the Board or a Committee is not eligible for election as Chair.

4.4 Under its Memorandum and Articles of Association the Company must have a Secretary, appointed by the Board, who may be a member of staff, a Board Member or some other suitable person. The Company may also appoint a Treasurer, and such other officers as considered appropriate.

4.5 If the Secretary or Treasurer is a Member of the Board, he or she may neither be Chair nor Deputy Chair.


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5. CONDUCT OF THE BOARD AND ITS COMMITTEES

5.1 The Board of Management has overall responsibility for the Company. It may delegate this responsibility to Committees, officers and employees. However, it retains the ultimate responsibility for all actions taken in its name. The role of the Board is to set the overall aims and objectives of the Company to ensure that the organisation is meeting these and keeping within its legal and moral obligations.

5.2 It is the duty of the Company’s Chief Executive to ensure that the Board and its Committees are full informed in a comprehensible manner so as to be able to carry out their management responsibilities.

5.3 The Board and its Committees comprise volunteers including lay persons. In order to keep them informed, staff must provide usable, clear and concise information. Whenever practical, agenda items requiring decisions should be supported by a fair and balanced written report.

5.4 The Board will meet at least six times a year as an ordinary meeting and special meetings of the Board may be called as required. Standing Committees will meet according to a timetable approved annually at the first meeting of the Board following the Annual General Meeting.

5.5 The quorum for the meetings of the Board is 5 being 1 Council Board Member, 1 Tenant Board Member and 1 Ordinary Board Member and any further 2. The quorum for Committee meetings is three (being 1 Council Board member, 1 Tenant Board Member and 1 Ordinary Board Member).

5.6 Board members shall be given seven days clear notice of the date and place of meetings of the Board (except in the case of urgent meetings). The agenda for meetings of either the Board or its Committees together with associated written reports also being sent out so that members have seven days’ notice before a meeting. Additional items will not be tabled at Board or Committee meetings unless genuinely urgent, and in such case only with the prior agreement of the Chair.

5.7 In the absence of the Chair and Deputy Chairs, the meeting will elect a Chair for the meeting.

5.8 The Chair will formally open the meeting at the time specified in the agenda.

5.9 The meeting will be conducted in accordance with the agenda. The Chair will ensure that the meeting considers the decisions required under each item of business.

5.10 All decisions will be proposed and seconded and the Chair will request a show of hands. A recorded vote will be taken if requested by at least four members. Any member may request that their vote is formally recorded.


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5.11 In the case of an equality of votes the Chair of the meeting shall have a second or casting vote.

5.12 If any question arises at any meetings as to the appointment, promotion, dismissal, salary, superannuation, conditions of service or the conduct of any person employed by the Company such question shall not be the subject of discussion until the meeting has determined those non Board Members who shall remain during the discussion.

5.13 The Chair will formally close the meeting when the business on the agenda has been transacted, or earlier by a majority vote. The time that the meeting closes will be noted in the minutes. No business transacted after that time will be valid and will not form part of the formal record of the meeting.

5.14 In the event of an inquorate meeting of any Committee, the business of the meeting may still be transacted but no decisions may be acted upon until referred to the Board for consideration and approval.

5.15 Where urgent decisions are needed between meetings, these should be determined by the Chief Executive in conjunction with the Chair or (in his or her absence) Deputy Chair as Urgent Matters on the basis of a written report from the Chief Executive, or, in his/her absence, the Director of Finance and Administration. The report should clearly state, amongst other things, why the item concerned could not be brought to a regular meeting. A copy of all reports approved as Urgent Matters will be submitted to the next meeting of the Board.


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6. BOARD OF MANAGEMENT

Purpose

6.1 To ensure that the Company operates effectively having regard to its objectives and its legal and moral obligations to tenants, those in housing need and the communities in which it operates.

Responsibilities

6.2 The Board is ultimately responsible for all decisions and actions taken in the name of the Company. Specific responsibilities are to:-

(a) set, monitor periodically, review and amend the overall aims and objectives of the Company and to receive reports arising from monitoring by Committees and the Company’s staff;

(b) set, monitor and control Risk Management (delegated also to the Audit Committee)

(c) set, monitor periodically review and amend the Company’s key policies which include but are not limited to the following: -

(i) rent setting and other charges;

(ii) rent collection, rent arrears targets and arrears recovery;

(iii) repairs and maintenance;

(iv) preserved Right to Buy; Right to Acquire

(v) access to the Company’s homes;

(vi) housing benefit / universal credit / welfare payments;

(vii) tenant engagement, participation and consultation;

(viii) customer service and complaints;

(ix) equality issues;

(x) development;

(xi) treasury management;

(xii) empty property;

(xiii) board membership;


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(xiv) board members’ expenses.

(d) set, monitor, periodically review and amend the Company’s:-

(i) financial regulations and contract standing orders;

(ii) annual budget, the Business Plan and long term cash flow projections;

(iii) staffing levels, salary reviews and Conditions of Service;

(iv) tenancy and other agreements to occupy;

(v) major maintenance and repairs programmes;

(vi) development programme;

(vii) public relations and marketing policies;

(e) prepare reports to and to consider and where necessary respond to reports from the: -

(i) Homes & Communities Agency, or successor body;

(ii) Company’s auditors;

(iii) Company’s funders and ensure that the terms of the Company’s funding arrangements are met;

(iv) Housing Ombudsman.

(f) borrow and invest surplus balances in pursuance of the Company’s objectives using such interest hedging instruments as they consider appropriate, in accordance with the Memorandum of Association and to allow a charge against the Company’s assets;

(g) appoint and terminate the employment of the Company’s Management Team;

(h) approve the use of the Company’s seal;

(i) consider applications for membership and/or shareholding of the Company and admit new members/shareholders where appropriate;

(j) create and delegate authority to committees, officers or staff;


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(k) approve details of all capital schemes, incorporating both capital and revenue implications and any overspending on such capital projects;

(l) approve virements and transfers between budgets and approve supplementary estimates in accordance with limits specified by Finance Regulations or those which can not be met from existing revenue resources;

(m) terminate the Company’s Bank and individual accounts;

(n) authorise any guarantees for any loan subject to the approval of the Company’s main funders, where required;

(o) authorise the write off of inventory items (other than as a result of fair wear and tear) in Financial Regulations;

(p) appoint and determine terms of reference of external treasury managers and determine the lines of demarcation between them and the Company’s own staff;

(q) authorise exemptions from any Contract Standing Order Provisions where such exemption is justified in special circumstances;

(r) approve and review the list of Approved Consultants and Contractors;

(s) purchase land and enter into contracts or arrangements with any persons or bodies, company or body corporate or any relevant or local or other authority;

(t) respond to legal actions against the Company and to deal with legal proceedings taken by the Company;

(u) set scales for expenses and any other payments made to Board Members;

(v) consider and review the Company’s draft annual audited accounts before submission to the Company’s Annual General Meeting for approval;

(w) insure and arrange insurance cover for and to indemnify its members, servants and voluntary workers against risk incurred in the proper performance of their duties and to consider and approve the adequacy of the Company’s insurance cover, as recommended by the Director of Finance and Administration;

(x) determine acceptance, or otherwise, of tenders other than the lowest, if payment is made by the Company, or the highest, if payment is received by the Company after consideration of a report or reports prepared by the Chief Executive or other Executive Director;


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(y) when appropriate to nominate “nominated contractors” to other main contractors whose tender is in their opinion the most satisfactory;

(z) where appropriate, to apply Best Value to decisions on purchasing and procurement, acknowledging that lowest price is not the sole deciding factor;

(aa) ensure that every contract made by the Board complies with the EU Treaty and with any relevant Directives of the EU for the time being in force in the U.K. and with regulations relating to European Competition for public works, goods and service contracts and within standing orders relating to contracts;

(bb) comply with the Homes & Community Agency Code of Audit Practice for RPs including the Appointment of Auditors and to receive and consider Management Letters received from the External Auditors together with related reports from the Chief Executive and the Audit Committee;

(cc) ensure that there is a regular review of the performance of both internal and external auditors;

(dd) act upon recommendations of the Company’s internal and external auditors and include statements about the Company’s systems of internal control in its audited financial statements.

Delegations

6.3 The Chair of the Company or, in his or her absence, the Deputy Chair in either case In conjunction with the Chief Executive are authorised to agree urgent matters in accordance with the provisions of paragraph 5.15.

6.4 Any two Board Members, or the Secretary together with any Board Member, are authorised to attest the use of the Company’s seal in the following documents where executed as deeds under seal :-

(a) transfers or leases of properties sold in accordance with the provisions of the Housing (Preservation of Right to Buy) Regulations 1993 or any further regulations made pursuant to Section 171C of the Housing Act 1985 or any statutory modification or re-enactment of the relevant legislation (e.g. Right to Acquire) provided that the form of transfer and sale prices has been approved by the Chief Executive or his/her duly authorised member of staff;

(b) any document for the acquisition or disposal of any land or property, or the dealing of any legal estate or interest in land or property in accordance with resolutions of a Committee of the Company or a decision of the Chief Executive (or his/her duly authorised member of staff) to whom power on their behalf has been duly delegated; and


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(c) other contracts and documentation execution under seal which have been procured in accordance with the provisions of the Company’s Financial Regulations.

6.5 The Company’s Committees are authorised to act in accordance with the Terms of Reference in sections 7 and 8 of these Standing Orders.

7. Remuneration Committee

Purpose

7.1 To recommend the recruitment process, remuneration and terms and conditions of employment of the Chief Executive and other members of the Corporate Management Team. To make recommendations to the Board, on the position with remuneration issues for APH staff.

Composition

7.2 The composition of the committee will be the Chair of the Board and two Deputy Chairs of the Board.

Detailed Responsibilities

The detailed responsibilities of the Remuneration Committee are to:-

7.3 advise the Board on the procedures for recruiting the Chief Executive and other members of the Corporate Management Team, ensuring that the Board assist in the selection process;

7.4 recommend to the Board changes to the remuneration and terms and conditions of employment of the Chief Executive and other members of the Corporate Management Team;

7.5 meet at times, dates and places agreed by the committee in order to properly discharge its responsibilities; the quorum of such meetings shall be 3 committee members.

8.0 Audit Committee

Purpose

8.1 To ensure that the Company complies with the Homes & Communities Agency’s Code of Audit Practice for Registered Providers and the Performance Standards for internal and external audit coverage.

8.2 To maintain effective internal control and management systems and the framework within which they should operate.


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To have delegated responsibility, for the monitoring of Risk Management arrangements on an on-going basis.

Composition

8.3 The composition of the committee will consist of 4 Members including the 2 Deputy Chairs plus the Chair (ex-officio). Other Board members may also attend the Audit Committee. The quorum of such meetings shall be 3 committee members. The committee may, with Board approval, co-opt other Non-Board members as appropriate.

Detailed Responsibilities

The detailed responsibilities of the Audit Committee are to:-

8.4 meet at least three times each calendar year;

8.5 commission and consider an Audit Needs Assessment and to report to the Board on the findings and make recommendations on the strategic and short- term plans for internal audit requirements;

8.6 advise the Board on the appointment (or termination) or the internal audit service and head of internal audit (if applicable) and the remuneration of the internal audit service;

8.7 consider and advise the Board on internal audit reports;

8.8 establish and maintain performance measures relating to internal audit work;.

8.9 consider the appointment of the external auditor, the level of the audit fee, the provision of any non-audit services by the external auditors and any questions of resignation or dismissal of the external auditor;

8.10 monitor the implementation of approved recommendations relating to External Audit reports and management letters and to consider the external auditor’s audit strategy for the ensuing year;

8.11 ensure that a sound professional relationship is developed between the external and internal auditors and to ensure that their reporting lines can be relied upon;

8.12 evaluate and report to the Board on the arrangements that exist to secure the economic, efficient and effective management of all the Company’s resources,i.e. in relation to obtaining best value for money and quality of performance;

8.13 in relation to financial reporting, to review the annual financial statements to ensure that they comply with generally accepted accounting practice for the sector and advise the Board on any matters of concern;


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8.14 in relation to fraud and corruption, to raise with the Board any matter relating to ultra-vires transactions, or suspicions of improper acts and ensure that the necessary reports are made when any incidents of actual or attempted fraud take place;

8.15 after being informed of all incidents of actual or attempted fraud, to ensure that the details are recorded in a public register (maintained for that purpose) and that reports are made to the Full Board and the relevant regulatory bodies at the earliest opportunity, i.e. the next Full Board Meeting or earlier with the Chair of the Board if considered appropriate and necessary;

8.16 to receive and review relevant reports from the Chief Executive, Director of Finance and Administration, other Executive Directors, the Regulating Bodies, the Audit Commission (or its successor body) or any other ad hoc audits.

9 Delegations to Chief Executive

9.1 The Chief Executive is authorised to take responsibility for implementing the Company’s policies relating to financial and administrative plans and procedures and recruitment, salaries, terms and conditions of service and training. The Chief Executive may delegate to other members of the Company’s staff as in his / her opinion is appropriate. Specific power is delegated to: -

(a) issue the approved budget;

(b) determine approved budget holders’ authority levels;

(c) publicise rent levels, service charge levels and other charges for service rendered by the Company to tenants and other customers. These charges to be authorised by the Board;

(d) make arrangements to collect monies owing to the Company;

(e) prepare tax computations and make payments and return to the appropriate statutory authorities;

(f) make arrangements to acquire, lease or rent office space, following approval of a Board resolution;

(g) make arrangements to receive, send and deal with correspondence;

(h) make arrangements to acquire, implement and operate computer networks and systems following approval by the Board;

(i) make arrangements to acquire, implement and operate communication systems;

(j) act in accordance with the Company’s Conditions of Service;


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(k) advertise and make appointments to vacancies other than those of the Chief Executive, Director of Housing Services and Director of Finance and Administration which arise in the Company’s establishment at salaries in accordance with the Company’s staffing structure;

(l) incorporate in contracts of employment for various staff, special conditions consistent with the needs of the Company;

(m) approve staff attendance on appropriate training courses at total costs within agreed budgets;

(n) make temporary appointments to cover maternity leave and long-term sickness. The appropriate grade to be no higher than the grade of the absentee;

(o) make temporary appointments to cover fluctuations in workloads provided always that the cost takes account of the Company’s salary budget.

9.2 Consider the Company’s rent levels and make appropriate recommendations to the Board.

9.3 Establish and review procedures for maintaining and reviewing approved lists of Contractors for various types of maintenance, improvement and new build work.

9.4 Produce the Tenants’ and Leaseholders’ handbooks.

9.5 Oversee the Company’s special work on projects with voluntary agencies.

9.6 Authorise legal proceedings for breach of tenancy or other agreements to occupy for reasons other than the arrears of rent or charges.

9.7 Consider and resolve observations and objections received by the Company from leaseholders pursuant to consultation procedures in Landlord andTenant legislation.

9.8 Authorise disposals of land and properties by way of lease, way-leaveor deed of agreement in the interests of the Company.

9.9 Consider and resolve applications for further advances by mortgagees tohave priority over the Company’s charge protecting repayment of discount.

Other Delegations

9.10 The Company’s Management Team is authorised to approve evictions following the granting of a Possession Order by the Courts in respect of actions for rent arrears. Any person making such decision shall not take part in any complaints or appeals procedures invoked by a tenant affected by such decision. All evictions, other than for rent arrears or serious anti-social behaviour, will be approved by the Board.


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9.11 The Chief Executive is authorised to take responsibility for implementingthe Company’s policies relating to allocation management and maintenance of the Company’s housing stock. The Chief Executive may delegate to other members of the Company’s staff as in his/her opinion is appropriate. Specific power is delegated in respect of the following issues: -

(a) In relation to the allocation, management and maintenance of the Company’s stock, to:-

Make offers of tenancy and other agreements to occupy.

Sign tenancy and other agreements to occupy.

Serve any necessary notices in connection with tenancy.

Make offers and sign agreements in respect of equipment in relation to sheltered accommodation and Lifelines.

Serve Notices under Section 8 of the Housing Act 1988.

Take appropriate proceedings against any person in breach of a Notice Seeking Possession or unlawfully occupying any of the Company’s property.

Sign any document (unless any enactment otherwise requires or the Company shall have given the authority to a Committee or Officer of the Company) relating to legal proceedings being taken by or against the Company.

Serve Notices required under the Preserved Right to Buy provisions of the Housing Act and any Right to Buy processes.

Produce a tenants’ newsletter, other relevant publications and / or social media.

Set and review the criteria for any tenant incentive schemes made available by the Homes and Communities Agency.

(b) In relation to Leaseholders, to:-

Authorise the assignment of leases from joint names to the sole name of either party in appropriate circumstances and where the Director of Finance and Administration is satisfied that the financial obligations contained in the lease can be met by the proposed assignee.

Authorise the institution of proceedings to forfeit a lease where there are arrears or other conditions of the lease to have been broken.


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10 The Company Secretary

The Company Secretary is to:-

(i) be responsible for the arrangements to hold Board meetings; the dispatch of Board Papers and to agree the first draft of Board minutes before they are circulated to the Chair for comment and distribution to all Board Directors;

(ii) to review the composition of the Board and the skills and performance of its individual members in conjunction with the Chair of the Board and to ensure that action is taken to remedy any deficiencies;

(iii) arrange the assessment and recruitment process for vacancies arising for Tenant Directors. in accordance with the Tenant Director Election Policy;

(iv) advise the Committee on the application of the Company’s rules;

(v) monitor the operation of General Meetings, Annual General Meetings and Board Meetings to ensure that the Company operates within its constitution and in accordance with relevant legislation, and the Homes and Communities Agency;

(vi) ensure that applications for membership are put before the Board for decision;

(vii) at the Annual General Meeting, to supervise the election of Board members in accordance with the Rules of the Company and when necessary take responsibility for the drawing of lots to determine retiring members;

(viii) ensure that proxy votes are offered, recorded and taken into account;

(ix) under instruction from the Board, to cast votes on behalf of the organisation in elections to those bodies to which the Company is affiliated;

(x) liaise with Company’s House in relation to the appointment and resignation of Board Directors; the Company’s Annual Return; rule changes and annual accounts;

(xi) maintain the Company’s Register of Directors and Members;

(xii) maintain the Company’s Seal Register and attach the Company’s seal in accordance with Standing Orders.


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11. Role of The Chair

(i) Ensure the efficient conduct of board meetings and AGMs bearing in mind the following:

Appropriate facilities for the meetings Appropriate paperwork before and after the meetings An understanding of the importance and relevance of agenda items Briefing sessions with the Chief Executive before meetings

(ii) Ensure all Board Members participate in meetings.

(iii) Establish a constructive working relationship with the Chief Executive and provide support.

(iv) Ensure appropriate delegation takes place between meetings (for decisions which cannot wait until the next Board meeting and which the Board has given the Chair or other appropriate individuals, the authority to make). Review that the system of delegation works, on an annual basis.

(v) Take decisions delegated to the Chair with advice from the Chief Executive.

(vi) Ensure the Board takes appropriate professional advice when needed.

(vii) Ensure compliance with NHF Code of Governance.

(viii) Represent the organisation on occasions.

(ix) Ensure appraisal of Chief Executive takes place.

(x) Review the composition of the Board.

(xi) Ensure the timely replacement of the Chief Executive as and when necessary.

(xii) Ensure that organisational policies and procedures are developed in line with the stated values of the organisation.

13. Role of Deputy Chair

(i) The Deputy Chairs will be elected in accordance with section 4.1 of the Standard Orders.

(ii) The role of each Deputy Chair is detailed in Appendix 1


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13. Delegation to Company Secretary

The Company Secretary may attach the seal of the Company on documentation where it relates to an action or decision taken within current policy or budgetary provisions, or where the Board has given specific approval.

The use of the seal should be witnessed by a Board Member and recorded in the Seal Register.


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Appendix 1

The Role of the Deputy Chairs

General Statement

The Role of the Deputy Chair is to support the Chair in his/her duties with the Board and Chief Executive.

When deputising for the Chair, the Deputy Chair (Housing) and the Deputy Chair (Finance) will agree appropriate responsibilities and delegation in terms of the Chair’s commitments.

The Deputy Chair (Housing) will also have special strategic responsibilities for Housing and Neighbourhood Service issues as a Board Champion in this field.

The Deputy Chair (Finance) will also have special strategic responsibilities for Finance and Administration issues as a Board Champion in this field.

Remit for the Deputy Chair (Housing)

Ensure the efficient and effective conduct of Board meetings when deputising for the Chair.Maintain a constructive working relationship with the Chief Executive and Senior Management Team.Hold regular meetings with the Director of Housing Services to discuss Housing related issues.Maintain appropriate delegation for decisions that may require Chair’s urgent approval prior to a Board when deputising for the Chair with the prior approval of the Chair.Represent the organisation on occasions.Where appropriate attend housing management conferences and seminars to assist personal development and take up the role of Board Champion for housing management.Assist the Chair to ensure the timely replacement of the Senior Management Team as and when necessary.Observe the Residents Forum feedback to Board issues raised by residents.To review decisions made by appropriate appeals panels “in camera” such as Starter Tenancy Reviews.Provide a link between the Board, the senior management team and residents on housing management issues.


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Remit for the Deputy Chair (Finance)

Ensure the efficient and effective conduct of Board meetings when deputising for the Chair.Maintain a constructive working relationship with the Chief Executive and Senior Management Team.Hold regular meetings with the Director of Finance to discuss the financial administration of the Company.Maintain appropriate delegation for decisions that may require Chair’s urgent approval prior to a Board when deputising for the Chair with the prior approval of the Chair.Represent the organisation on occasions.Where appropriate attend finance conferences and seminars to assist personal development and take up the role of Board Champion for financial management.Assist the Chair to ensure the timely replacement of the Senior Management Team as and when necessary.Provide a link between the Board and senior management team on Finance & Administration issues.


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