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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
Guide to Information
Class 1 - About Cloch Housing Association
Class 2 - How we deliver our functions and services
Class 3 - How we take decisions and what we have decided
Class 4 - What we spend and how we spend it
Class 5 - How we manage our resources
Class 6 - How we procure goods and services from external providers
Class 7 - How we are performing
Overview
Select from the following options:
Terms used
|
Term Used
|
Explanation
|
|---|---|
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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:
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:
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 |
https://www.clochhousing.org.uk/about-us/ |
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Corporate Objectives |
|
|
Area(s) of Operation |
Available on https://www.clochhousing.org.uk/about-us/ |
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Key activities; strategic/corporate plan(s) |
|
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Business Plan (or summary) |
Available on https://www.clochhousing.org.uk/governanceandperformance/ under How we are doing. |
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Customer Charter |
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Location and opening arrangements |
|
|
Available on https://www.clochhousing.org.uk/contact-us/ |
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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
|
Available on https://www.clochhousing.org.uk/board-members/ under "About Us" |
|
Description of the role of the Governing Body
|
Available on https://www.clochhousing.org.uk/governanceandperformance/ under "Board Agendas, Minutes and Reports". |
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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 at https://www.clochhousing.org.uk/governanceandperformance/ |
|
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 |
Please ask the association for this information. |
|
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 at https://www.clochhousing.org.uk/governanceandperformance/
|
|
Charter report to tenants |
Available on https://www.clochhousing.org.uk/documents/ under "Annual Reports". |
|
Internal and External Audit arrangements |
Every three years, the Association goes to tender for External Audits and each year at the AGM, the Auditor is approved for the coming year. Our Internal Audits goe out to tender every 3 years. We share the contract with Oak Tree Housing Association. This gives us some savings on the cost and a peer organisation with which to benchmark. |
Key Partnership |
|
| Strategic agreements with other organisations | Not applicable. |
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://www.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 |
|
|
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 |
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. |
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. |
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 |
|
|
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". |
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:
|
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". |
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. |
|
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". |
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 |
https://www.housingregulator.gov.scot/landlord-performance This website has a lot of useful information on us and all other RSL's in Scotland and allows anyone to benchmark us against others. Cloch is also a member of QEF and Housemark, two industry benchmarking groups. Also, when we set rents, we benchmark our rents with the other local landlords in Inverclyde. |
|
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". |
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 Cloch Housing Association
