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Freedom of Information

Guide to Information

Lanarkshire Housing Association Limited Guide to Information

Last Reviewed : March 2024

At a glance - terms used in this document 

Terms 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 thoses bodies covered by FOISA and EIRs comply with the terms of the legislation.
MPS

Model Publication Scheme 

Produced by the SIC - this details all 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) that all housing associations/cooperatives in Scotland must produce and maintain a publication scheme.  This must detail all of the key information that we publis and how you can access it.  This Guide to Information is our publication scheme, and contains links to where you can find all the information listed online. 

Lanarkshire Housing Association Limited 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 wil have online access and where htis is the case you can contact us to view this in our office (where this would be convenient). 

We can also provide a printed copy of any of the information listed.  Where possible, information will be provided free of charge.  We do, however, reserve the right to charge a reasonable fee if the amount of information requested is extensive, but we will not charge you more than it has cost us to provide. 

Where there is a charge, we will alway tell you what the cost will be to provide the information and how this was calculated, before we do so.

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: 

Lanarkshire Housing Association Limited, 191 Brandon Street, Motherwell, ML1 1RS

E: enquiries@lanarkshireha.com 

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 werer to publish certain 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 hightlight 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 copyrighton 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 Informaiton, or if there is some informtion that you cannot find that you would like access, please contact:

Lanarkshire Housing Association Limted, 191 Brandon Street, Motherwell, ML1 1RS

E: enquiries@lanarkshireha.com 

T: 01698 269119

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 catergories in the MPS apply to housing associations/cooperatives.

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 Lanarkshire Housing Association Limited 
Information about Lanarkshire Housing Association Limited, who we are, where to find us, how to contact us, how we are managed and our external relations. 
Location and Opening Arrangements
Address 191 Brandon Street, Motherwell, ML1 1RS
Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate)

T: 01698 269119

E: enquiries@lanarkshireha.com
Opening Times 

9am - 5pm Monday to Friday 
General Contact Information  Contact Us
Contact Details for making a Complaint  How to Complain
Information relating to Freedom of Information
Publication Scheme and Guide to Information  Guide to Information 
Charging schedule for published information  Guide to Information 
Contact details and advice on making an FOI request 

T: 01698 269119

E: enquiries@lanarkshireha.com
Freedom of Information Policies and Procedures  Guide to Information 
Charging schedule for environmental information provided in response to requests made under EIRs  Guide to Information 
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 
 About Us - Our Board 

Description of the role of the Governing Body 

  • Governance structure charter (including sub-committees and working groups)
  • Remits for governing body and any sub-committees 

Standing Orders & Committee Administration
About our Staff
List of our Senior Managment Team, including professional biography and contact details  Our People - Staff
Organisational Structure Staff Structure

Governance Documents and Corporate Policies
Rules/Articles Rules
Standing Orders Standing Orders
Membership Policy  Membership Policy
Code of Conduct for Staff Code of Conduct Policy
Code of Conduct for Governing Body Members Code of Conduct Policy
Entitlements, Payments and Benefits Policy (or equivalent, including arrangements for payments for expenses and subsistence)  Payments & Benefits Policy 
Register of Interest Available upon request
Equalities Policy  Equality Policy
Health & Safety Policy  Health & Safety Policy
Sustainability Policy  Sustainability Policy
Group Details
Details of our Subsidiaries

Lanarkshire Initiatives Limited, 191 Brandon Street, Motherwell, ML1 1RS

T: 01698 269119
Key Partnerships 
Strategic Agreements with Other Organisations  Available upon request
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  https://www.lanarkshireha.com/
How to report a repair  Reporting a Repair 
Right to Repair information  Right to Repair Information
How to apply for a house  Apply for a House
How to get information about tenancy support: 
How to make a complaint  How to make a complaint
How to speak to a Housing Officer  01698 269119 or Contact Us
How we consult with tenants and other customers to inform and improve service delivery and new services 

Customer Engagement Strategy - available by January 2025
Polices and Procedures
Allocations Policy  Allocations Policy
Adaptations Policy  Disabled Adaptation Policy
Anti-Social Behaviour Policy  Anti Social Behaviour Policy
Asbestos Management Policy Asbestos Management Plan
Arrears Management Policy (Including Stock Condition Information)  Arrears Management Policy
Asset Management Strategy (including stock condition information) Asset Management Strategy
Customer Care Policy Customer Service Charter
Data Protection Policy  Data Protection Policy
Equality & Diversity Policy  Equality Policy
Estate Management Policy  Estate Management Policy 
Health & Safety Policy & Procedures  Health & Safety Policy
Legionnaires Inspection/Prevention Policy  Legionella Policy
Procurement Policy  Procurement Policy
Risk Management Policy  Risk Management Policy
Rent Setting Policy  Rent Policy
Repairs Policy Property Services Policy
Sustainability Policy  Sustainability Policy  
Tenant Engagement Policy Tenant Participation Strategy
Tenancy Sustainment Policy  Supporting & Sustaining Tenancies Policy
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  Minutes
Governing Body Meeting Reports/Papers Available upon request unless confidential 
Governing Body Agendas Available upon request unless confidential 
Consultation and Participation
Tenant Participation Strategy  Tenant Participation Strategy
Consultation reports noting the outcome of any recent consultations with tenants/others Available by January 2025
Tenant Scrutiny Panel composition Available by January 2025
Registered Tenant Organisations  Available by January 2025
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).
Our Programme of Work and Projects
Brief details of any project funding and how it's being spent  Annual Accounts
Capital works programme/plans information (annual programme figure) 

The 2024/2025 Capital Programme is £885,692. 

It includes: 

  1. Bathroom Replacements in the Jewel Estate Bellshill, and
  2. Door and Window Replacements in the Forgewood Estate, Mothewell
Spending relating to Staff and Governing Body 
Expenses policies and procedures  Payment of Expenses to Committee Members Policy
Senior Staff/Governing Body Members expenses at category level e.g. travel, subsistence, and accommodation  Available upon request 
Board Member renumeration other than expenses N/A
Pay and Grading Structure (levels of pay rather than individual salaries) Available upon request
General information about Staff Pension Scheme  https://www.spfo.org.uk/
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  Available upon request
Staffing Structure Staff Structure

Human Resources Policies, covering:

  • Recruitment
  • Salary and Grading
  • Promotion
  • Pensions
  • Discipline
  • Grievance 
  • Staff Development 

Recruitment Policy 

Pension Policy

Employee Handbook

Training Policy 

Internal procedures relating to the above (where available) 

Trade Union information 

 Up to Individual staff members

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

https://www.sfha.co.uk/

https://www.share.org.uk/
Physical Resources
Management of our land and property assets, including environmental/sustainability reports  There are no enviromental/sustainability reports.
General description of our land and property holdings  Available by January 2025
Estate development plans  N/A
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 
  • Rodgers & Johnston Limited
  • Cargill Property Maintenance Limited 
  • Gas Call Services Limited 
  • Charles Mann Plumbing & Heating Services 
  • Landscape Maintenance 
  • Caledonian Maintenance Services Limited 
  • Planned/Cyclical Maintenance 
  • CCG (Scotland) Limited
  • MCN Scotland Limited
  • J S McColl (Painting Contractors) Limited 

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

 Contractor List

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

 There are presently no works contracts over the threshold.
Class 7 - How We Are Performing
Information about how we performance as an organisation, and how well we deliver our functions and services.
Annual Report  Charter Performance Report
ARC Report to tenants  Charter Performance Report
Benchmarking information  Charter Performance Report
Complaints policy, guidance & forms  How to Complain
Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individiual outomes)  To follow 
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 Lanarkshire Housing Association Limited as we do not produce any publications for sale. 
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 Lanarkshire Housing Association Limited.