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Freedom of Information

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Cloch Housing Association comes under the Freedom of Information regulations.  You can apply to us for information on our business and environmental issues.  We have now published our Guide to Information and there are further links on this part of the website.  Look down the below panel to see the categories of information we hold and browse our website for our policies, information on our Board, and a lot more.

Freedom of Information allows you to request information from the Association about its business.  Your request must be in writing and can be by email, letter, private Facebook message, or if you come into the office where we can give you a form to fill in.  

This legislation now means that you can also make an Environmental Information Request and as well as in writing, we can accept a verbal request for information.

When we receive your request we will check that it has a correct name and address (pseudonyms are not acceptable) and we will check that the request is clear.  We will also assess if your request is actually a Subject Access Request (that is a request about personal data we hold on you) or an Environmental Information Request.  Whatever legislation applies, we will write acknowledging the request and tell you how we will treat the request.  We have 20 working days to respond.

Staff may be able to signpost you to the information without the need for a request.  Some information may be on our website and we may in some instances be able to direct you to another institution or website for the information.  If you do not have access to the internet, we will help you access the information.

If your request is greater than £100 cost to Cloch, we will charge you for the information.  See our Charging Policy for further information.

Making a Request

We are here to help you so, if you have any questions regarding FOI please contact our office on 01475 783637. Or e-mail office@clochhousing.org.uk and put in the subject line "Query about FOI".  You can also private message us on Facebook or pop into the office at 19 Bogle Street, Greenock PA15 1ER

Overview

Select from the following options: 

Terms used
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.

CLOCH 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, we will provide this free unless you require 10 copies or more. 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 5p per A4 sheet
Print in colour 10p per A4 sheet
CD Rom 25p
Printed 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:

Liz Bowden

Tel: 01475 783637

Email: office@clochhousing.org.uk

Information 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. As Cloch is new to FOI, we have taken a “day one” approach to many documents and will build up a current year plus two previous years as we progress. However, archive documents we hold may be available on request.

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:

Liz Bowden, Corporate Services Manager

Tel: 01475 783637

Email: office@clochhousing.org.uk

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

Class 1 - About Cloch Housing Association 

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

Information to Access Comments

Description of who we are

Vision & Values

Available on the footer (bottom) of our website. 

Corporate Objectives

Currently being developed for 2020

Area(s) of Operation

Available on https://www.clochhousing.org.uk/about-us/

Key activities; strategic/corporate plan(s)

Our Plans for 2021 onwards are currently being developed and will be based on the outcome of our separation ballot.  

Business Plan (or summary) 

Available on https://www.clochhousing.org.uk/governanceandperformance/ under How we are doing.

Customer Charter

Location and opening arrangements

  • Address

  • Telephone number and email address for general enquiries (and dedicated lines where appropriate)

  • Opening times

  • General contact arrangements 

  • Local / area office contact details

Available on https://www.clochhousing.org.uk/contact-us/ 

Contact details for making a complaint

Available on https://www.clochhousing.org.uk/feedback/ under make a complaint

Information related to Freedom of Information

Publication Scheme and Guide to Information 

Available on https://www.clochhousing.org.uk/FOI/ 

Charging Policy and Schedule for Published Information

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

Contact details and advice on making an FOI request

Available on https://www.clochhousing.org.uk/FOI/ 

Freedom of Information policie and procedure

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

Environmental Information Regulations Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

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
Available on https://www.clochhousing.org.uk/board-members/ under "About Us"

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

Available on https://www.clochhousing.org.uk/governanceandperformance/ under "Board Agendas, Minutes and Reports". 

How to become part of the governing body

Available on https://www.clochhousing.org.uk/board-members-and-staff/ under "About Us"

About our Staff

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

Available on https://www.clochhousing.org.uk/leadership-team/ under "About Us"

Organisational Structure 

Available on https://www.clochhousing.org.uk/FOI/ 

Governance Documents and Corporate Policies

Rules of the Association

Available on https://directory.scottishhousingregulator.gov.uk/2016%20Documents/Cloch%20HAL-Rules-11Nov15.pdf 

Standing Orders 

Available on https://www.clochhousing.org.uk/documents/ under "Policies".  

Membership Policy 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Code of Conduct for Staff

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Code of Conduct for Governing Body Members 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Entitlements, Payments and Benefits ( or equivalent, including arrangements for payments for expenses and subsistence) 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Register of Interests 

Under Development 

Equalities & Diversity Policy 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Health & Safety Policy 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Sustainability Policy 

Currently not available 

Relationship with Regulators 

Engagement plan with Scottish Housing Regulator 

Available on https://www.housingregulator.gov.scot/landlord-performance/landlords/cloch-housing-association-ltd under "Engagement Plan". 

Assurance Statement 

Available on https://www.housingregulator.gov.scot/landlord-performance/landlords/cloch-housing-association-ltd under "Annual Assurance Statement".

Annual Return on Charter Submission to SHR

Available on https://www.housingregulator.gov.scot/landlord-performance 

Financial Returns to SHR 

Available on https://www.clochhousing.org.uk/data/032.1___CHA_Annual_Accounts_SHR_Return_2018_19_2019_10_21_12_55_56.pdfl 

Charter report to tenants 

Available on https://www.clochhousing.org.uk/documents/ under "Annual Reports". 

Internal and External Audit arrangements 

Available on https://www.clochhousing.org.uk/data/34___Audit_Arrangements_2019_10_21_14_02_00.pdf 

Group Details 

Details of our subsidiaries/parent organisation 

Avaialble on https://www.oaktreeha.org.uk/ 

Key Partnership

Strategic agreements with other organisations Not applicable. 

Return to Guide to Information Overview

Available  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. 

Information to Access Comments

How to use our Services 

List of services provided 

We provide social housing for rent, factoring services for homeowners, and run projects for our local communities.  

How to report a repair 

Available on https://www.clochhousing.org.uk/report-a-repair/ 

Right to Repair information 

Available on https://clochhousing.org.uk/report-a-repair/ under "Right to Repair". 

How to apply for a house 

Available on https://www.clochhousing.org.uk/apply-for-a-house/ 

How to get information about tenancy support 

Available on https://www.clochhousing.org.uk/tenancy-support-service/ 

How to make a complaint 

Available on https://www.clochhousing.org.uk/feedback/ 

How to speak to a Housing Officer 

Available on https://www.clochhousing.org.uk/tenancy/ 

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

Available on https://www.clochhousing.org.uk/tenant-participation/ under "Tenancy"

Policies and Procedures

Allocations Policy 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Adaptations Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Anti Social Behaviour Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Asbestos Management Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Arrears Management Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Asset Management Policy (including stock condition information)

Available in 2021

Customer Service Standards 

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Data Protection Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Environmental Information Regulations Policy (EIR)

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Equality and Diversity Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Estate Management Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Health and Safety Policy and Procedures

Available on https://www.clochhousing.org.uk/documents/ under "Policies". For procedures, please contact us.

Legionnaires Inspection/Prevention Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Procurement Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Risk Management Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Rent Setting Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Repairs Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Customer Engagement Strategy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Tenancy Sustainment Policy

Included within our customer engagement strategy which is available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Internal procedures relating to the above (where available)

If a procedure isn't included within a policy and you wish to see it, please contact us

Return to Guide to Information Overview

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.

Information to Access Comments

Governing Body Meetings

Governing body meeting minutes

Available on https://www.clochhousing.org.uk/governanceandperformance/ 

Governing body meeting reports/papers

For meeting report and paper please contact us

Governing body agendas

https://www.clochhousing.org.uk/governanceandperformance/ 

Consultation and Participation 

Customer Engagement Strategy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

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

to be updated.

Return to Guide to Information Overview

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 to Access Comments

Information about our accounts and budgets 

Description of funding sources

The majority of our funding comes from rent. When developing new build sites we receive partial grant funding for development costs. For wider role activities grants are usually sourced from available funders. 

Audited accounts (as above)

Available on https://clochhousing.org.uk/documents/ under "Audited Accounts". 

Financial Regulations Policy

 Available on https://www.clochhousing.org.uk/documents/ under "Policies".

Our programme of work and projects

Brief details of project funding and how it's being spent

https://www.clochhousing.org.uk/data/78._Project_Funding_2019_10_21_14_23_13.pdf

Capital works programme/plans information (annual programme figure)

Available on https://clochhousing.org.uk/documents/ under "Finance". 

Spending relating to Staff and Governing Body

Expenses policies and procedures

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

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

Available on https://clochhousing.org.uk/documents/ under "Finance". 

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

Available on https://clochhousing.org.uk/documents/ under "Finance". 

General information about the staff pension scheme

Available on https://clochhousing.org.uk/documents/ under "Finance". 

Return to Guide to Information Overview

Class 5 - How we manage our resources

Information about how we manage our human, physical, and information resources 

Information to Access Comments

Human Resources

People's Strategy

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

Organisational structure

Available on https://www.clochhousing.org.uk/FOI/ 

Human resources policies, covering: 

  • Recruitment and Selection Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

Internal procedures relating to the above (where available)

If a procedure is not contained within the policy, please request the procedure by contacting the office 

Trade Union information

Cloch is part of an umbrella organisation, EVH and they negotiation on T&C’s and Salary with the Unite Union 

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

Cloch staff have their affiliation paid for them to the following professional organisations:

Physical Resources

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

To be confirmed. 

General description of our land and property holdings 

Available on https://www.clochhousing.org.uk/about-us/ 

Estate development plans

There are current plans to rejuvenate the Well Park area. 

Information Resources

Document Management Strategy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Data protection Policy

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

Return to Guide to Information Overview

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.

Information to Access Comments

Our contractors and suppliers

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

Available on https://www.clochhousing.org.uk/documents/ under "Policies". 

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

Available on https://www.clochhousing.org.uk/procurementstrategy/ 

Our Procurement

Procurement Policy and procedures

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

Information on how to tender for work and invitations to tender

All opportunities for tendering for works, services or goods which are not procured through recognised frameworks will be advertised on the Public Contract Scotland website. 

www.publiccontractsscotland.gov.uk 

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

Available on https://www.clochhousing.org.uk/documents/ under "Procurement". 

Links to procurement information we publish on Public Contracts Scotland website

Available on https://www.publiccontractsscotland.gov.uk/search/search_mainpage.aspx 

Framework Agreements

Available on https://www.clochhousing.org.uk/documents/ under "Procurement".

Return to Guide to Information Overview

Class 7 - How we are performing

Information about how we perform as an organisation, and how well we deliver our functions and services 

Information to Access Comments

Annual Report 

Available on https://www.clochhousing.org.uk/documents/ under "Annual Reports". 

ARC report to tenants

Available on https://www.housingregulator.gov.scot/landlord-performance 

Performance Standards/Indicators

Available on https://www.scottishhousingregulator.gov.uk/for-landlords/regulatory-framework 

Benchmarking information

Available on https://portal.scottishhousingregulator.gov.uk/interactive_multiyear/Report.aspx?PSocialLandlord=91E83758-CFA9-E311-93F1-005056B555E6&year=2018/2019 

Complaints Policy, guidance and forms

Available on https://www.clochhousing.org.uk/documents/ under "Policies".

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

Available on https://www.clochhousing.org.uk/feedback/ under "Available Downloads".  

Tenant scrutiny reports 

https://www.clochhousing.org.uk/data/072___Scrutiny_Panel___Review_of_Kitchen_Contracts_2018_2019_10_21_14_21_11.pdf 

Return to Guide to Information Overview

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 Cloch Housing Association

Return to Guide to Information Overview

Customer Service Excellence AwardCyber Essentials Certification   House Exchange Inverclyde Common Housing Register Living Wage Accreditation Scottish Federation of Housing Associations Member Scottish Housing Regulator Scottish Public Services Ombudsman