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Williamsburgh Housing Guide to Information
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At a glance - terms used in this document
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Terms Used
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Explanation
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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. |
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EIRs |
Environmental Information Requlations (Scotland) 2004 Those organisations covered by EIRs have a duty to respond to requests for environmental information. |
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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. |
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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
Formats other than online
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:
| Format | Charge |
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| 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.
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Class 1 - About Williamsburgh Housing Association
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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 |
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| 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 |
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| Address |
Ralston House, Cyril Street |
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Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate) |
0141 889 9134 |
| Opening times | Monday - Friday 9.00am - 12.30pm 1.30pm - 5.00pm |
| General contact arrangements |
0141 889 9134 |
| Local/area office contact details |
Ralston House 0141 889 9134 |
| Contact details for making a complaint | Making a complaint |
Information relating to Freedom of Information |
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| 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 |
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List of Governing Body Members
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Description of the role of the Governing Body
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Remit of the Management Committee Remit of the Development Sub-Committee |
| How to become part of the Governing Body | How to take part |
About our staff |
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| 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 |
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| 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 |
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Entitlements Payments and Benefits Policy (or equivalent, including arrangements for payments for expenses and subsistence) |
Committee Members Expenses Policy & Procedures |
| Equalities Policy | Equality & Diversity Policy |
| Health and Safety Policies | |
| Sustainability Policy |
Relationship with Regulators |
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| Engagement plan with Scottish Housing Regulator | Engagement Plan |
| Assurance Statement | Assurance Statement |
| Annual Return on Charter Submission to SHR | ARC Return |
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Financial Returns to SHR |
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| Charter report to tenants | WHA Charter Report |
| Internal and External Audit arrangments | Internal & External Audit arrangements |
Subsidiary Details |
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| Details of our subsidiary | Williamsburgh Property Services Limited |
Key Partnerships |
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Strategic agreements with other organisations |
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Class 2 - How we deliver our functions and services
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| Information about our work, our strategy and policies for delivering services and information for our service users. |
How to use our services |
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| 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 |
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| 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 | |
| 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 |
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Class 3 - How we take decisions and what we have decided
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| Information about the decisions we take, how we make decisions and how we involve others |
Governing Body Meetings |
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| Governing body meeting minutes | Available from April 2020 |
| Governing body meeting papers | Available from April 2020 |
| Governing body agendas | Available from April 2020 |
Consultation and Participation |
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| Tenant Participation Strategy | Tenant Participation Strategy |
| Consultation reports noting the outcome of any recent consultations with tenants/others | Policy Review Feedback |
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Class 4 - What we spend and how we spend it
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| 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 |
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| 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 |
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| 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 |
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| Expenses policies and procedures | Staff Members Expenses Policy & Procedures |
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Senior staff/governing body member expenses at category level e.g travel, subsistence and accommodation |
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| 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 |
| Class 5 - How we manage our resources |
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| Information about how we manage our human, physical and information resources |
Human Resources |
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| Strategy and management of human resources | Recruitment & Selection Policy |
| Staffing structure | Staffing Structure |
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Human resources policies, covering:
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| Internal procedures relating to the above (where available) | |
| Trade Union information | Staff members of the Association are free to join UNITE |
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Summary of professonal organisations/trade bodies of which we are a member |
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Physical Resources |
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| 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 |
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| Records management policy and records management plan, including records retention schedule | Brief Details of Retention Periods |
| Data protection or privacy policy | Privacy Policy |
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Class 6 - How we procure goods and services from external providers
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| Information about how we procure works, goods and services and our contracts with external providers. |
Our Contractors and Suppliers |
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Information about our key service delivery contractors who carry out:
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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 |
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| 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 |
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Class 7 - How we are performing
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| 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 |
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Class 8 - Our commercial publications
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| 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. |
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Class 9 - Our open data
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| 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. |