Freedom of Information

Last reviewd: October 2019

At a glance – terms used in this document

Term Used

Explanation

FOISA

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 Regulations (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.

Thenue 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:

Format

Charge

Online

Free

View at our office

Free

Print in black and white

10p per A4 sheet

Print in colour

20p per A4 sheet

CD Rom

50p per CD-ROM

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:

The Corporate Services Manager
0141 550 3581


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 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:

Thenue Housing Association
423 London Road
Glasgow
G40 1AG

0141 550 3581

  

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.[1]  

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.

Information

Where to access

Class 1 - About Thenue Housing Association

Information about Thenue 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

About Us

Vision

About Us

Values

About Us

Corporate Objectives

CT

Area(s) of operation

Property Map

Key activities; strategic/corporate plan(s)

CT

Business Plan (or summary)

CT

Our Service Standards

About Us

Location and opening arrangements

Address

Contact Us

Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate)

Contact Us

opening times

Contact Us

General contact arrangements

Contact Us

local/area office contact details

Contact Us

Contact details for making a complaint

Service Standards

Information relating to Freedom of Information

Publication Scheme and Guide to Information

THIS PAGE

Charging Schedule for Published Information

THIS PAGE 

Contact details and advice on making an FOI request

AVAILABLE FROM NOVEMBER 2019

Freedom of Information policies and procedures

AVAILABLE FROM 11 NOVEMBER 2019

Charging Schedule for environmental information provided in response to requests made under EIRs

 

LMJ

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

 

CT/RM

How to become part of the governing body

 

CT/RM

About our staff

List of senior management team, including professional biography and contact details

 

Our Staff

Organisational structure

Our Staff

Governance Documents and Corporate Policies

Rules/Articles

 

Thenue Housing Assocation Rules

Standing Orders

Governance Policy Handbook

Membership Policy

Governance Policy Handbook

Code of Conduct for Staff

Staff Policy Handbook

Code of Conduct for Governing Body Members

Governance Policy Handbook

Entitlements Payments and Benefits Policy

Governance Policy Handbook

Register of Interests

Governing Body Members (Board?)

Equalities Policy

Corporate Policy Handbook

Health and Safety Policy

AVAILABLE 24THSEPTEMBER

Sustainability Policy

 

Corporate Policy Handbook 

 

 

Relationship with Regulators

Engagement plan with Scottish Housing Regulator

CT

Assurance Statement

AVAILABLE FROM OCTOBER 2019

Annual Return on Charter Submission to SHR

LMJ

Financial Returns to SHR

JR

Charter report to tenants

Charter Report 

Internal and External Audit arrangements

JR

Group Details

Details of our subsidiaries

Our Subsidiaries

Key Partnerships

 

Strategic agreements with other organisations

CT to advise on best person(s) to collate this info

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

LMJ

How to report a repair

 

Report a Repair

Right to Repair information

Report a Repair

How to apply for a house

 

How to Apply

How to get information about tenancy support

 

PD

How to make a complaint

 

Making a Complaint

How to speak to a housing officer

Our Staff

How we consult with tenants and other customers to inform and improve service delivery and develop new services

CT to advise on best person to collate this information

Policies and Procedures

Allocations Policy 

 

Allocation and Void Policy Handbook

Adaptations Policy

Property Services Policy Handbook

Anti-Social Behaviour Policy

 

Estate Management Policy 

Asbestos Management Policy

 

Property Services Policy Handbook

Arrears Management Policy

 

Income Maximisation Policy Handbook

Asset Management Policy (including stock condition information)

 

ED

Customer Care Policy

 

Customer Service Policy Handbook

Data Protection Policy

 

Corporate Policy Handbook

Environmental Information Regulations Policy (EIR) [DELETE IF COMBINDED WITH FOI POLICY]

LMJ – awaiting draft policy from SFHA

Equality and Diversity Policy

 

Corporate Policy Handbook

Estate Management Policy

Estate Management Policy 

Health and Safety Policy and procedures

 

AVAILABLE 24THSEPTEMBER

Legionnaires Inspection/Prevention Policy

 

Property Services Policy Handbook

Procurement Policy

 

Corporate Policy Handbook

Risk Management Policy

 

Corporate Policy Handbook

Rent Setting Policy

Rent, Occupancy and Service Charges Handbook

Repairs Policy

Repairs Policy Handbook

Sustainability Policy

 

Corporate Policy Handbook

Tenant Engagement Policy

 

CT to advise on best person to provide this

Tenancy Sustainment Policy

PD

Internal procedures relating to above (where available)

LMJ/ SCM/KF/ED

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

RM

Governing body meeting reports/papers

CT/RM

Governing body agendas

RM

Consultation and Participation

Tenant Participation Strategy

Customer Engagement Strategy

Consultation reports noting the outcome of any recent consultations with tenants/others

CT to advise on best person to provide this

Tenant Scrutiny Panel composition

CT to advise on best person to provide this

Registered Tenant Organisations

RR (Linda Allan should be able to provide this)

Class 4 – What we spend and how we spend it

Information about our strategy for, and 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

JR

Audited accounts

JR

Budget policies and procedures

JR

Budget allocation to key service areas

JR

Our programme of work and projects

Brief details of any project funding and how it’s
being spent

KF

Capital works programme/plans information (annual programme figure)

KF

Spending relating to Staff and Governing Body

Expenses policies and procedures

Link to EVH Statement of Terms and Conditions of Employment in Our Documents

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

JR/CT

Board member remuneration other than expenses

CT

Pay and grading structure (levels of pay rather than individual salaries)

LMJ

General information about staff pension scheme

LMJ

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 

LMJ

Staffing structure

Our Staff 

Human resources policies, covering:

·       recruitment

·       performance management

·       salary and grading

·       promotion

·       pensions

·       discipline

·       grievance

·       staff development

·       Maintenance and retention of staff records

 

Staff Policy Handbook  

Link to EVH Statement of Terms and Conditions of Employment in Our Documents

Internal procedures relating to the above (where available)

LMJ

Trade Union information

LMJ

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

LMJ

Physical Resources

Management of our land and property assets, including environmental/sustainability reports

KF/ED

General description of our land and property holdings

KF/ED

Estate development plans

KF/ED

Information Resources

 

Records management policy and records management plan, including records retention schedule

Corporate Policy Handbook

Data protection or privacy policy

 

Corporate Policy Handbook

 

 

 

 

 

 

 

 

 

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

SCM/ED/KF

List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy)

 

RM

Information about regulated procurement contracts awarded (value, scope, duration)

ED

 

Our Procurement

Procurement Policy and procedures

 

Corporate Policy Handbook

Information on how to tender for work and invitations to tender

ED

Register of contracts awarded which have gone through formal tendering, including name of supplier, period of contract and value

ED

Links to procurement information we publish on Public Contracts Scotland website

ED

Framework Agreements

ED

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 Reviews

ARC report to tenants

Charter Report

Performance Standards/indicators

CT

Benchmarking information

CT

Complaints policy, guidance and forms

Making a Complaint

Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individual outcomes).

LMJ

Tenant scrutiny reports

CT

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 Thenue Housing Association as we do not produce any publications for sale.

 

 

Not applicable

Class 9 – Our open data

Open data made available by us under the Scottish Government’s Open Data Resource Pack and available under open licence.

 

This class does not apply to Thenue Housing Association

 

Not applicable

 

 

 

[1]In the MPS Class 8: Commercial Publications and Class 9: Our Open Data do not apply to RSLs.