Publication Scheme - Guide to Information

What is the Guide To Information?

Under the Scottish Information Commissioner Model Publication Scheme (MPS) the information we provide must be listed under certain “classes” of information. These are the categories of information that are detailed in the link below. FOI applies to other bodies and sectors across Scotland – such as the 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 contained within the linked Guide below.

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

Class 1 - About Oak Tree 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

Class 8 - Our commercial publications

Class 9 - Our open data

Class 1 - About Oak Tree Housing Association

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

Published Information	Comments
Description of who we are
Vision & Values	/vision-values/
Corporate Objectives	/aims-objectives/
Area(s) of Operation	/areas-of-operation/
Key activities; strategic/corporate plan(s)	/what-we-do/
Business Plan (or summary)	/about-us-performance/
Customer Care Charter	/governance-hr-documents/
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	/contact-us/
Contact details for making a complaint	/make-a-complaint/
Information related to Freedom of Information
Publication Scheme and Guide to Information	/publication-scheme/
Charging Policy and Schedule for Published Information	/foi-charges/
Contact details and advice on making an FOI request	/freedom-of-information/
Freedom of Information policy and procedure	/governance-hr-documents/
Charging Schedule for environmental information provided in response to requests made under EIRs	/foi-charges/
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	/our-management-committee/
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	/our-management-committee/
How to become part of the governing body	/share-membership/
About our Staff
List of Senior Management Team, including professional biography and contact details	/staff/ Biographical details are available on request
Organisational Structure	/staff/
Governance Documents and Corporate Policies
Rules of the Association	/our-rules/
Standing Orders	/our-management-committee/
Membership Policy	/share-membership/
Code of Conduct for Staff	/Staff/
Code of Conduct for Governing Body Members	/our-management-committee/
Entitlements, Payments and Benefits ( or equivalent, including arrangements for payments for expenses and subsistence)	/our-management-committee/
Register of Interests	Available on request.
Equalities & Diversity Policy	/governance-hr-documents/
Health & Safety Policy	/governance-hr-documents/
Sustainability Policy	/governance-hr-documents/
Relationship with Regulators
Engagement plan with Scottish Housing Regulator	Engagement Plan
Assurance Statement	/performance-documents/
Annual Return on Charter Submission to SHR	/performance-documents/
Financial Returns to SHR	/finance-documents/
Charter report to tenants	/performance-documents/
Internal and External Audit arrangements	/finance-documents/
Group Details
Details of our subsidiaries Oak Tree Housing Initiatives (development projects and other business activities)	/oak-tree-housing-initiatives/
Key Partnership
Strategic agreements with other organisations	Available on request

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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	/what-we-do/
How to report a repair	/reportarepair/
Right to Repair information	/right-to-repair/
How to apply for a house	/apply-for-a-house/
How to get information about tenancy support	/support-for-your-tenancy/
How to make a complaint	/make-a-complaint/
How to speak to a Housing Officer	/advice-support/
How we consult with tenants and other customers to inform and improve service delivery and develop new services	/help-shape-the-services-we-deliver/
Policies and Procedures
Allocations Policy	/governance-hr-documents/
Adaptations Policy	Available on request.
Anti-Social Behaviour Policy (Estate Management Policy)	/governance-hr-documents/
Asbestos Management Policy	/governance-hr-documents/
Arrears Management Policy	/governance-hr-documents/
Asset Management Policy (including stock condition information)	/governance-hr-documents/
Customer Care Policy	/governance-hr-documents/
Data Protection Policy	/governance-hr-documents/
Equality and Diversity Policy	/governance-hr-documents/
Estate Management Policy	/governance-hr-documents/
Health and Safety Policy and Procedures	/governance-hr-documents/
Legionella Policy	/governance-hr-documents/
Procurement Policy	/procurement/
Risk Management Policy	Available on Request
Rent Setting Policy	/governance-hr-documents/
Repairs Policy	/governance-hr-documents/
Sustainability Policy	/governance-hr-documents/
Tenancy Sustainment Policy	Included in Rent Arrears Policy
Internal procedures relating to the above (where available)	Available on request

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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	/governance-hr-documents/
Governing body meeting reports/papers	Available on request.
Governing body agendas	Available on request.
Consultation and Participation
Tenant Participation Policy	/governance-hr-documents/
Consultation reports noting the outcome of any recent consultations with tenants/others	Available on request.

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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	/finance-documents/
Audited accounts (as above)	/finance-documents/
Budget Policies and Procedures	/finance-documents/
Budget Allocation to Key Service Area	/finance-documents/
Our programme of work and projects
Brief details of project funding and how it's being spent	/finance-documents/
Capital works programme/plans information (annual programme figure)	/finance-documents/
Spending relating to Staff and Governing Body
Expenses policies and procedures	/governance-hr-documents/
Senior staff/governing body member expenses at category level e.g. travel, subsistence and accommodation	/governance-hr-documents/
Board member remuneration other than expenses	We do not offer remuneration to the Board
Pay and grading structure (levels of pay rather than individual salaries)	/governance-hr-documents/
General information about the staff pension scheme	/finance-documents/

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Class 5 - How we manage our resources

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

Information to Access	Comments
Human Resources
Strategy on Management of Human Resource	Available on request
Staffing Structure	/Staff/
Human resources policies, covering: recruitment performance management salary and grading promotion pensions discipline grievance staff development maintenance and retention of staff records	/governance-hr-documents/ or available on request.
Internal procedures relating to the above (where available)	Available on request
Trade Union information	Oak Tree is part of an umbrella organisation, EVH and they negotiate on Terms & Condition’s and Salary with the Unite the Union
Summary of professional organisations/trade bodies of which we are a member	CIH Scotland Scottish Federation of Housing Associations Employers in Voluntary Housing Tenant Paticipation Advisory Scheme Quality and Efficiency Forum Glasgow West of Scotland Form of Housing Associations (HAs) Institute of Clerk of Works Institute of Chartered Accountants of Scotland Royal Institute of Chartered Surveyors
Physical Resources
Management of our land and property assets, including environmental/sustainability reports	Available on request#
General description of our land and property holdings	/about-us/
Estate development plans	Available on request.
Information Resources
Records management policy and records management plan, including records retention schedule	/governance-hr-documents/
Data protection Policy	/governance-hr-documents/

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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
Information about our key service delivery contractors who carry out: responsive repairs landscape maintenance planned/cyclical maintenance	Responsive Repairs are carried out by a variety of contractors. Landscape Maintenance is carried out in-house /landscaping/
List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy)	/governance-hr-documents/
Information about regulated procurement contracts awarded (value, scope, duration)	/procurement/
Our Procurement
Procurement Policy and procedures	/procurement/
Information on how to tender for work and invitations to tender	/procurement/
Register of contracts awarded which have gone through formal tendering including name of supplier, period of contract and value	/procurement/
Links to procurement information we publish on Public Contracts Scotland website	/procurement/
Framework Agreements	/procurement/

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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	/performance-documents/
ARC report to tenants	/performance-documents/
Performance Standards/Indicators	Available on request.
Benchmarking information	Available on request.
Complaints Policy, guidance and forms	/performance-documents/
Complaints report or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individual outcomes).	/performance-documents/
Newsletter	/publications-newsletters/

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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.