Guide to information

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.

Ark Housing Association Ltd 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, 20p per A3 sheet

Print in colour

20p per A4 sheet, 40p per A3 sheet

CD Rom

£0.50

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:

Kelly Patterson, Quality and Compliance Officer

foi@arkha.org.uk  / kelly.patterson@arkha.org.uk / 0131 447 9027

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 of Management or Sub-Committee 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:

Kelly Patterson, Quality and Compliance Officer

foi@arkha.org.uk / kelly.patterson@arkha.org.uk

0131 447 9027

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

1. Description of Who We Are

a) Mission Statement

Our Mission Statement can accessed here

b) Vision

Our Vision can be accessed here

c) Values

Our Values can be accessed here

d) Corporate Objectives

Our Corporate Objectives can be accessed here

e) Areas of Operation

Our Areas of Operation can be accessed here

f) Key Activities; Strategic/Corporate plan(s)

Asset Management Strategy Under Development, for further details please contact Jackie O'Neill Head of Property and Maintenance

Value for Money Strategy under development, for further details please contact Fiona Ross, Head of Housing

Organisational Development Strategy under development, for further details please contact Walter Kane, Head of People and Organisational Development

g) Business Plan (or summary)

Our Business Plan can be accessed here

h) Customer Code/ Charter

The ARK Charter can be accessed here

Our Tenants' Handbook can be accessed here

2. Location and Opening Arrangements

a) Address, telephone number and email address for general enquiries (and dedicated lines where appropriate)

General Enquiry information can be accessed here

b) Opening Times

Information on our opening times can be accessed here

c) General Contact Arrangements

Please contact us by clicking here

d) Local/ area Office Contact Details

Our Housing Team can be contacted here

Our Maintenance Team can be contacted here

e) Contact details for making a complaint

Contact details for making a complaint can be accessed here

3. Information relating to Freedom of Information

a) Publication scheme and Guide to Information

This section of our website is our Publication Scheme and Guide to Information

b) Charging schedule for published information

This section of our website provides information on charging - see above for charges

c) Contact details and advice on making an FOI request

Please see here for contact details and advice on making an FOI request

d) Freedom of Information Policies and Procedures

Our FOI and EIR Policy can be accessed here and our FOI and EIR Procedure can be accessed here

e) Charging schedule for environmental information provided in response to requests under the EIRs

Please see Appendix 1 of our FOI and EIR Procedure which can be accessed here

4. About Our Governing Body

a) List of Governing Body Members: Names/ When They Became a Governing Body Member/ Professional Biographical Details/ Office- Bearing Responsibilities/ When They Became and Office Bearer

Please click here to find out more about our Board of Management

b) Description of the Role of the Governing Body: governance structure chart (including sub-Committees and working Groups)/ Remits for Governing Body and any sub-committeess

Please click here for information on the role of the Governing Body, Governance structure and Sub-Committees

Please click here for information on Board of Management and Sub-Committee remits

c) How to Become Part of the Governing Body

Please click here for information on Membership and how this provides eligibility to apply for Board membership

5. About Our Staff

a) List of Senior Management Team, including professional biography and contact details

Please click here for information about our Executive and Senior Leadership Teams

b) Organisational structure

Our Organisational Chart can be accessed here

6. Governance Documents and Corporate Policies

a) Rules

Our Rules can be accessed here

b) Standing Orders

Our Standing Orders can be accessed here

c) Membership Policy

Our Membership Policy can be accessed here

d) Code of Conduct for Staff

Our Staff Code of Conduct can be accessed here

e) Code of Conduct for Governing Body Members

Our Board Code of Conduct can be accessed here

f) Entitlements Payments and Benefits Policy (including arrangements for payments for expenses and subsistence)

Our Entitlements Payments and Benefits Policy can be accessed here

Our Expenses Policy can be accessed here

g) Equalities Policy

Our Equality Policy can be accessed here

h) Health and Safety Policy

Our Health and Safety Policy can be accessed here

i) Sustainability Policy

Our Sustainability Policy can be accessed here

8. Group Details

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.

2. Policies and Procedures

a) ARK Policies & Procedures

All ARK Policies and Procedures can be accessed from this page

b) Housing Policies & Procedures

All ARK Housing Policies and Procedures can be accessed from this page

c) Maintenance Policies and Procedures

All ARK Housing Maintenance Policies and Procedures can be accessed from this page

A selection of policies and Procedures, together with relevant links, are published below

e) Allocations Policy

Our Allocations Policy can be accessed here

f) Neighbour Disputes and Antisocial Behaviour Policy

Our Neighbour Disputes and ASB Policy can be accessed here

g) Control of Asbestos Procedure

Our Control of Asbestos Procedure can be accessed here

h) Rent Collection Policy

Our Rent Collection Policy can be accessed here

i) Privacy and Data Protection Policy

Our Privacy and Data Protection Policy can be accessed here

j) Equality and Diversity Policy

Our Equality Policy can be accessed here

k) Estate Management Policy

Our Estate Management Policy can be accessed here

l) Health and Safety Policy and procedures

ARK's Health & Safety Policies and Procedures can be accessed from this page

m) Legionella and Water Hygiene Management Procedure

Our Legionella and Water Hygiene Management Procedure can be accessed here

n) Procurement of Goods and Services Policy

Our Procurement of Goods and Services Policy can be accessed here

o) Risk Management Policy

Our Risk Management Policy can be accessed here

p) Rent Charging Policy

Our Rent Charging Policy can be accessed here

q) Right to Repair Procedure

Our Right to Repair Procedure can be accessed here

r) Reactive Repairs Procedure

Our Reactive Repairs Procedure can be accessed here

s) Rechargeable Repairs Procedure

Our Rechargeable Repairs Procedure can be accessed here

t) Sustainability and Environmental Policy

Our Sustainability and Environmental Policy can be accessed here

u) Tenant Consultation and Participation Policy

Our Tenant Consultation and Participation Policy can be accessed here

v) Sustaining Tenancies Policy

Our Sustaining Tenancies Policy can be accessed here

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.

1. Governing Body Meetings

a) Board of Management Meeting Minutes

Our Board of Management Meeting minutes can be accessed here

b) Board of Management Meeting reports/ papers

Our Board of Management meeting reports/ papers can be accessed here

c) Board of Management Agendas

Our Board of Management agendas can be accessed here

2. Consultation and Participation

a) Tenant Participation Strategy

Our Tenant Consultation and Participation Policy can be accessed here

b) Consultation Reports Noting the Outcomes of Any Recent Consultations with tenants/ others

Information in relation to our recent consultations can be accessed here

c) Tenant Scrutiny Panel Composition

More information on our Tenant and Supported Person Scrutiny Panel can be found here

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).

2. Our Programme of Works and Projects

a) Brief Details of Any Project Funding and How It's Being Spent

We are currently working on develoment proposals in Penicuick and Livingston. For further details please contact Jackie O'Neill Head of Property and Maintenance

b) Capital Works Programmes/Plans Information (Annual Programme Figure)

Information on our Capital Budget can be accessed here

3. Spending Relating to Staff and Governing Body

a) Expenses Policy

Our Expenses and Allowances Policy can be accessed here

b) Senior Staff/ Governing Body Member Expenses at Category level eg travel, subsistence and accommodation

Information on Senior Staff/ Governing Body Members' expenses can be accessed here

c) Pay and Grading Structure (levels of pay rather than individual salaries)

Information on our pay and grading structure can be accessed here

d) General Information about Investments and Staff Pension Scheme

General Information about Investments and our Staff Pension Scheme can be obtained from our audited accounts which can be accessed here

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

1. Human Resources

a) Strategy and management of human resources

ARK's People and Organisational Development Strategy is currently under development. For further information contact Walter Kane, Head of People and Organisational Development

b) Staffing structure

Our Staffing Structure, as set out in our organisational chart, can be accessed here

c) Human resources policies, procedures and guidelines, including e.g., recruitment, performance management, salary and grading, promotion, pensions, discipline, grievance, staff development, staff records

Our Human Resources Policies, Procedures and Guidelines can be accessed here

d) Trade Union Information

Our Collective Agreement with Unite the Union can be accessed here

e) Summary of Professional Organisations/ Trade Bodies of which we are a member

A summary of Professional Bodies and Trade Organisations which we are members of can be accessed here

2. Physical Resources

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

Asset Management Strategy under Development, for further details please contact Jackie O'Neill Head of Property and Maintenance

Our most recent report on compliance with the Scottish Housing Quality Standards can be accessed here, and our most recent report on compliance with the Energy Efficiency Standard for Social Housing can be accessed here

b) General Description of our land and property holdings

Information provided to the Scottish Housing Regulator in relation to our land and property holdings can be accessed here

c) Estate development plans

We are currently working on development proposals in Penicuick and Livingston. For further details please contact Jackie O'Neill Head of Property and Maintenance

3. Information Resources

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

ARK's Retention of Documents Policy can be accessed here

ARK's Fair Processing Notices, which also contain information on retention of records, can be accessed here

b) Data protection or privacy policy

Our Privacy and Data Protection Policy can be accessed here

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.

1. Our Contractors and Suppliers

a) Information about our key service delivery contractors who carry out: Responsive Repairs Landscape Maintenance Planned/ Cyclical Maintenance

  • Responsive Repairs
  • Landscape Maintenance
  • Planned/Cyclical Maintenance

Information about our key service delivery contractors can be accessed here

b) List of Suppliers and Contractors used by ARK (provided to staff under our Entitlements Payments and Benefits Policy)

The relevant list of Suppliers and Contractors used by ARK, which is provided to staff under our Entitlements Payments and Benefits Policy and Procedure, can be accessed here

c) Information about regulated Procurement Contracts awarded (value, scope, duration)

Information about our regulated Procurement Contracts awarded can be accessed here

2. Our Procurement

a) Procurement policies and procedures

Our Procurement of Goods and Services policy can be accessed here

Our Prices, Quotations and Tenders Procedure can be accessed here

b) Information on how to Tender for Work and Invitations to Tender

Information on how to Tender for Work and Invitations to Tender can be accessed here

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

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

d) Links to procurement information the authority publishes on the Public Contracts Scotland
website

Information in relation to ARK as a buyer on the Public Contracts Scotland website can be accessed here

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

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.

Information

This Class does not apply to ARK Housing Association Ltd as we do not produce any publications for sale

Class 9 - Our open data- Open data made available by the authority as described by the Scottish Government’s Open Data Resource Pack and available under an open licence.

Information

This Class does not apply to ARK Housing Association Ltd