All organisations, irrespective of which tier they fall into, are required to provide information to the regulation office on current governance arrangements.
A key focus for associations will be to demonstrate that they have the structures in place to ensure good governance of the organisation.
In the 2008 publication ‘Working for Good Governance’, the ICSH set out the key principles organisations should strive for and is a useful reference point for housing associations. This was more recently updated with the ICSH Governance and Housing Management Toolkit which also includes additional advice and policy guidance in areas such as board governance and renewal, housing management policies and tenant services.
One of the main elements of focus of the Code will be on the governance structures of non profit housing bodies, which includes all tasks relating to the management of the Association.
2.1 Board / Management Committees Information
The regulation office, through the Annual Return, seeks information on the Board / Management Committees of all approved housing bodies signed up to the Code. It is important to include details of all current Board Members in the Annual Return. Where there have been changes to the Board membership form B10 available from the Companies Registration Office (CRO)[1] should be completed and the Department of Environment, Community and Local Government (DECLG) should also be informed.
Signing up to the VRC means Boards can begin to formalise policies relating to Board member appointment and replacement. In particular, under the Code there is a requirement that no Board member serves more than two consecutive five-year terms (all previous service discounted before the Code is signed up to; for example if a Board member has been serving for eight years before the Code is signed up to, they will be able to serve for ten more consecutive years before having to be replaced).
This provision can ensure that there is a continuous addition of new skills and fresh ideas into every AHB, which will be beneficial in achieving its long term vision. The ICSH would also recommend that Board membership is skills-based. Developing a Board renewal policy can assist in ensuring that all the skills necessary for the effective running of an Association are adequately represented on the Board.
Approved Housing Bodies are required to have a properly functioning governing Board with at least five Board members
The ICSH recommendation is that management boards should have at least seven board members and not more than twelve members to facilitate effective decision making.
For more information on Board Recruitment and Renewal click here.
Sample policy templates for the areas required in the Code are available here.
Section 2.1 – Last date of AGM
For sample information on the outline for running a meeting or AGM, please click here.
Section 2.4 Reporting and Planning
This section of the annual return seeks information on whether an organisation produces an annual report and requests that it is submitted with their return. For those organisations that do not produce an annual report, there is no requirement to do so.
Information on what could be included in the annual report of a smaller association is contained here.
Section 2.5 Achievements and Development
Here associations are required to give a brief outline of any key achievements and developments over the last year. This could include a reduction in rent arrears, increase in tenant satisfaction rates or any specific project that they wish to highlight.
Section 2.6 Strategic Planning
Strategic planning provides a focus for the organisation and allows an organisation to frame its direction over the coming years. In particular it is useful as it:
- Sets priorities
- Provides flexibility
- Helps to achieve the mission
A strategic plan should cover 3-5 years and should contain:
- Purpose – Mission, vision, values
- Drawing from the past
- Considering the future – SWOT
- Strategic aims, objectives
- Delivering the Goals – Actions
- Timeline
- Performance assessment
A sample framework for developing a strategic plan can be found here.
[1] Form B10 can be filled out online for free at www.core.ie and covers Change of director and/or secretary, or change in their particulars, resignation, change of residential address etc.