Williamsburgh Housing Guide to Information

At a glance - terms used in this document

Terms Used
Explanation

FOIS

Freedom of Information (Scotland) Act 2002

Places a duty on those organisations covered to proactively publish certain types of information; and to respond to requests for information; and to provide advice and assistance to those making requests for information.

EIRs

Environmental Information Requlations (Scotland) 2004

Those organisations covered by EIRs have a duty to respond to requests for environmental information. 

SIC

The Scottish Information Commissioner 

Who is responsible for ensuring that those bodies covered by FOISA and EIRs comply with the terms of the legislation.

MPS

Model Publication Scheme

Produced by the SIC - this details all of the information that those subject to FOISA should publish (if they hold it). 

Guide to Information  A guide that all organisations subject to FOISA and adopting the MPS must produce to help people access the information it makes available. 
Classes of Information Nine broad categories describing the types of information authorities should publish (if they hold it).

 

Background

The Freedom of Information (Scotland) Act 2002 (FOISA) requires that all housing associations/co-operatives in Scotland must produce and maintain a publication scheme.   This must detail all of the key information that we publish and how you can access it.   This Guide to Information is our publication scheme, and contains links to where you can find all of the information listed online.Williasmsburgh Housing Association has adopted the Scottish Information Commissioner’s (SIC) Model Publication Scheme (MPS), and this Guide has been approved by the SIC.  
 

Formats other than online

All of the information listed is available on our website (unless stated), and completely free to access online.    However, we understand that not everyone will have online access and where this is the case you can contact us to view this in our office (where this would be convenient).
If you would like a printed copy of any of the information listed, unfortunately we may have to charge a small fee to provide this.   This fee will never exceed the cost of photocopying and postage – and we will let you know any total cost before we forward this to you.
  
Our charges for providing any information detailed in this guide are summarised below:
 
FormatCharge
Online Free
View at our office Free
Print in black and white 10p per A4 sheet
Print in colour 30p per A4 sheet
CD Rom £5.00
Posted document / CD Rom Cost of postage incurred

If you would like to request information that we publish in a format other than online, or arrange a visit to our office to view information, please contact:

Gaynor Corry T: 0141 847 6381 E: gaynor@williamsburghha.co.uk 

 

Information that we cannot publish

Whilst we will try to make all of the information we have detailed available, in rare cases there may be some information that we cannot make available.   For example, sometimes if we were to publish certain [committee/board] minutes, it could reveal personal details about an individual.  This would be a breach of Data Protection legislation if we were to do so.   When this is the case, we will remove any personal details before publication and highlight where and why we have done so.

 

For how long will information be published?

We aim, where possible, to publish information for at least the current and previous two financial years.   When we review any document – e.g. our policies – to avoid confusion we will only publish the current version once it has been updated.  

 

Copyright and re-use

Where we hold the copyright on our published information, the information may be copied or reproduced without formal permission, provided that:

  • It is copied accurately
  • It is not used in a misleading context
  • The source of the material is identified

 

Contact us

If you have any queries about anything contained within this Guide to Information, or if there is some information that you cannot find that you would like to access, please contact:
Gaynor Corry - Gaynor@williamsburghha.co.uk - T: 0141 847 6381

 

The information that we make available to you

Under the MPS, the information we provide must be listed under certain “classes” of information.   These are the categories of information that are detailed below.    As FOI applies to other bodies and sectors across Scotland – such as Scottish Government and Councils for example –this means that not all of the categories in the MPS apply to housing associations/co-operatives.  

 
The details of all the information we hold under each of the classes that apply to our organisation, and hyperlinks to access this information when available online, are outlined below.

Class 1 - About Williamsburgh Housing Association 

Information about Williamsburgh Housing Association, who we are, where to find us, how to contact us, how we are managed and our external relations.

Descriptions of who we are

Mission Statement Mission Statement
Vision Vision Statement
Values Values
Corporate Objectives Business Objectives
Area(s) of operation Our Properties
Key activities; strategic/corporate plan(s) Key Activities
Business Plan (or summary) Executive Summary
Customer Code/Charter Customer Care Charter

Location and opening arrangements

Address

Ralston House, Cyril Street
Paisley
PA1 1RW

Telephone number and e-mail address for general enquiries   

(and dedicated lines where appropriate)

0141 887 8613
Opening times Monday - Friday
9.00am - 12.30pm
1.30pm - 5.00pm
General contact arrangements

0141 887 8613

admin@williamsburghha.co.uk

Local/area office contact details

Ralston House
Cyril Street
Paisley
PA1 1RW

0141 887 8613

admin@williamsburghha.co.uk

Contact details for making a complaint  Making a complaint

Information relating to Freedom of Information 

Publication Scheme and Guide to Information This document
Charging Schedule for Published Information See above table
Contact details and advice on making an FOI request Gaynor Corry (Corporate Admin Assistant) 
gaynor@williamsburghha.co.uk
0141 847 6381
Freedom of Information policies and procedures To be ratified by Management Committee on 4th December 2019
Charging Schedule for environmental information provided in response to requests made under EIRs See above table

About our Governing Body

List of Governing Body Members

  • Names
  • When they became a governing body member
  • Professional biographical details
  • Office-bearing responsibilities
  • When they became an office-bearer

Governing Body Members

Description of the role of the Governing Body

  • Governance Structure Chart (including Sub-Committees and working groups)
  • Remits for Governing Body and any Sub-Committees:

Structure

Remit of the Management Committee

Remit of the Development Sub-Committee

Remit of the Finance & Audit Sub-Committee

Remit of the Housing Management Sub-Committee

How to become part of the Governing Body How to take part

About our staff

Development Manager Graham Scott
Finance Manager Joe McBride
Housing Manager Lesley Ferrie
Maintenance Manager Owen McMillan
Organisational Structure Our staff structure

Governance Documents and Corporate Policies

 

Rules/Articles Rules
Standing Orders Standing Orders
Membership Policy Membership Policy
Code of Conduct for Staff Code of Conduct for Staff
Code of Conduct for Governing Body Members Code of Conduct Working Together

Entitlements Payments and Benefits Policy (or equivalent, including arrangements

for payments for expenses and subsistence)

Committee Members Expenses Policy & Procedures
Register of interests Staff Register of Interests
Equalities Policy Equality & Diversity Policy
Health and Safety Policies

H&S Lone Working Policy

H&S Infectious Diseases Policy

H&S Smoke-Free Policy

H&S Stress at Work Policy

H&S Stress Management Policy

H&S Substance Misuse Policy

Sustainability Policy

Relationship with Regulators

Engagement plan with Scottish Housing Regulator Engagement Plan
Assurance Statement Assurance Statement
Annual Return on Charter Submission to SHR ARC Return

Financial Returns to SHR

Financial Return

Five Year Plan

Loan Portfolio

Charter report to tenants WHA Charter Report
Internal and External Audit arrangments  Internal & External Audit arrangements

Subsidiary Details

Details of our subsidiary Williamsburgh Property Services Limited

Key Partnerships

Strategic agreements with other organisations

FLAIR Constitution

iFlair Framework Agreement

Class 2 - How we deliver our functions and services
Information about our work, our strategy and policies for delivering services and information for our service users.

How to use our services

List of services provided

Provision of quality, affordable rented housing. 

Provision of factoring service.

How to report a repair Report a Repair
Right to Repair information Right to Repair
How to apply for a house How to Apply
How to get information and tenancy support Tenant Information
How to make a complaint Make a Complaint
How to speak to a housing officer Who Is My Housing Officer
How we consult with tenants and other customers to inform and improve service delivery and develop new services How we consult

Policies and Procedures

Allocations Policy  Allocations Policy
Adaptations Policy Adaptation Policy
Anti-Social behaviour Policy Neighbour Disputes & Anti-Social Behaviour Policy
Asbestos Management Policy Asbestos Management Policy
Arrears Management Policy Arrears Management Policy
Asset Management Policy (including stock condition information) Asset Management Strategy
Customer Care Policy Customer Care Policy
Data Protection Policy Privacy Policy
Environmental Information Regulations Policy (EIR) Environmental Information Regulations Policy
Equality and Diversity Policy Equality & Diversity Policy
Estate Management Policy Estate Management Policy
Health and Safety Policy and procedures

H&S Lone Working Policy

H&S Infectious Diseases Policy

H&S Smoke-Free Policy

H&S Stress at Work Policy

H&S Stress Management Policy

H&S Substance Misuse Policy

Legionnaires Inspection/Prevention Policy Legionnella Prevention Policy
Procurement Policy Procurement Policy
Risk Management Policy Risk Management Policy
Rent Setting Policy Rent & Service Charge Setting Policy
Repairs Policy Repairs Policy
Tenant Engagement Policy Tenant Participation Policy

Class 3 - How we take decisions and what we have decided
Information about the decisions we take, how we make decisions and how we involve others 

Governing Body Meetings

Governing body meeting minutes Available from December 2019
Governing body meeting reports/papers Available from December 2019
Governing body agendas Available from December 2019

Consultation and Participation

Tenant Participation Strategy Tenant Participation Strategy
Consultation reports noting the outcome of any recent consultations with tenants/others Policy Review Feedback

Class 4 - What we spend and how we spend it
Information about our strategy for, management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent).

Information about our accounts and budgets

Description of funding sources Description of funding sources
Audited accounts Audited Accounts
Budget policies and procedures Budget Policies & Procedures
Budget allocation to key service areas Budget Allocation to Key Service Areas

Our Program of Work and Projects

Brief details of any project funding and how its being spent Brief Details of Project Funding
Capital Works Programme/plans information (annual programme figure) Capital Works Programme

Spending relating to Staff and Governing Body

Expenses policies and procedures Staff Members Expenses Policy & Procedures

Senior staff/governing body member expenses at category level e.g travel,

subsistence and accommodation

Expenses Rates

Board member remuneration other than expenses None
Pay and grading structure (levels of pay rather than individual salaries) Pay & Grading Structure
General information about staff pension scheme

Information on Staff Pension Scheme

SHAPS DB - A guide for members

SHAPS DC - A guide for members

SHAPS DC - Membership benefits - Employee

Class 5 - How we manage our resources
Information about how we manage our human, physical and information resources

Human Resources

Strategy and management of human resources  Recruitment & Selection Policy
Staffing structure Staffing Structure

Human resources policies, covering:

  • recruitment
  • performance and management
  • salary and grading
  • promotion
  • pensions
  • discipline
  • grievance
  • staff development
  • maintenance and retention of staff records

Human Resources

Internal procedures relating to the above (where available)
Trade Union information Staff members of the Association are free to join UNITE

Summary of professonal organisations/trade bodies of which we are a member

SFHA

EVH

Glasgow and West of Scotland Forum

Physical Resources

Management of our land and property assests, including enviromental/sustainability reports Property Report
General description of our land and property holdings Our Properties
Estate development plans Currently on site at Kilbarchan, Renfrewshire building 18 units for social rent

Information Resources

Records management policy and records management plan, including records retention schedule Brief Details of Retention Periods
Data protection or privacy policy Privacy Policy

Class 6 - How we procure goods and services from external providers
Information about how we procure works, goods and services and our contracts with external providers.

Our Contractors and Suppliers

Information about our key service delivery contractors who carry out:

  • responsive repairs
  • landscape maintenance
  • planned/cyclical maintenance
Contractors & Suppliers
List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy) Contractors & Suppliers
Information about regulated procurement contracts awaraded (value, scope duration) Public Contract Scotland Website

Our Procurement

Procurement Policy and procedures Procurement Policy
Information on how to tender for work and invitations to tender Public Contract Scotland Website
Register of contacts awarded which have gone through formal tendering, including name of supplier, period of contract and value Public Contract Scotland Website
Links to procurement information we publish on Public Contracts Scotland website Public Contract Scotland Website
Framework Agreements iFlair Framework Agreement

Class 7 - How we are performing
Information about how we perform as an organisation, and how well we deliver our functions and services

Annual Report Annual Report 2017/2018
ARC report to tenants Annual Report 2017/2018
Performance Standards/indicators Key Performance Indicators
Benchmarking information FLAIR Benchmarking 2018/2019
Complaints policy, guidance and forms Complaints policy, guidance and forms
Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individual outcomes). Complaints & Service Outcomes

Class 8 - Our commercial publications
Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet e.g bookshop, museum or research journal
This class does not apply to Williamsburgh Housing Association as we do not produce any publications for sale.

Class 9 - Our open data
Open data made available by us under the Scottish Government's Open Data Resource Pack and available under our open licence. 
This class does not apply to Williamsburgh Housing Association.

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