Publication Scheme - Guide to Information

Description of who we are

Vision & Values

Corporate Objectives

Area(s) of Operation

Key activities; strategic/corporate plan(s)

Business Plan (or summary) 

Customer Care 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

/contact-us/

Contact details for making a complaint

Information related to Freedom of Information

Publication Scheme and Guide to Information 

Charging Policy and Schedule for Published Information

Contact details and advice on making an FOI request

Freedom of Information policy and procedure

Charging Schedule for environmental information provided in response to requests made under EIRs

About our Governing Body

List of Governing Body Members

Description of the role of the Governing Body

How to become part of the governing body

About our Staff

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

/staff/

Biographical details are available on request

Organisational Structure 

Governance Documents and Corporate Policies

Rules of the Association

Standing Orders 

Membership Policy 

Code of Conduct for Staff

Code of Conduct for Governing Body Members

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

Register of Interests 

Available on request. 

Equalities & Diversity Policy 

Health & Safety Policy 

Sustainability Policy 

Relationship with Regulators 

Engagement plan with Scottish Housing Regulator 

Assurance Statement 

Annual Return on Charter Submission to SHR

Financial Returns to SHR 

Charter report to tenants 

Internal and External Audit arrangements 

Group Details

Details of our subsidiaries Oak Tree Housing Initiatives (development projects and other business activities)

Key Partnership

Available on request  

How to use our Services 

List of services provided 

How to report a repair 

Right to Repair information 

How to apply for a house 

How to get information about tenancy support 

How to make a complaint 

How to speak to a Housing Officer 

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

Policies and Procedures

Allocations Policy 

Adaptations Policy

Available on request.

Anti-Social Behaviour Policy (Estate Management Policy)

Asbestos Management Policy

Arrears Management Policy

Asset Management Policy (including stock condition information)

Customer Care Policy

Data Protection Policy

Equality and Diversity Policy

Estate Management Policy

Health and Safety Policy and Procedures

Legionella Policy

Procurement Policy

Risk Management Policy

Available on Request

Rent Setting Policy

Repairs Policy

Sustainability Policy

Tenancy Sustainment Policy

Included in Rent Arrears Policy

Internal procedures relating to the above (where available)

Available on request

Governing Body Meetings

Governing body meeting minutes

Governing body meeting reports/papers

Available on request.

Governing body agendas

Available on request.

Consultation and Participation 

Tenant Participation Policy

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

Information about our accounts and budgets 

Description of funding sources

Audited accounts (as above)

Budget Policies and Procedures

Budget Allocation to Key Service Area

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)

Spending relating to Staff and Governing Body

Expenses policies and procedures

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

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)

General information about the staff pension scheme

Human Resources

Strategy on Management of Human Resource

Available on request 

Staffing Structure

Human resources policies,

covering:

• recruitment
• performance
• management
• salary and grading
• promotion
• pensions
• discipline
• grievance
• staff development
• maintenance and
• retention of staff records

/documents/#governanceandhr 

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)

Housemark

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 

Estate development plans

Information Resources

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

Data protection Policy

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 by John O'Conner Planned/Cyclical Maintenance is serviced through the IFLAIR Framework /procurement/

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

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

Our Procurement

Procurement Policy and procedures

Information on how to tender for work and invitations to tender

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

Links to procurement information we publish on Public Contracts Scotland website

Framework Agreements

Annual Report 

ARC report to tenants

Performance Standards/Indicators

Available on request.

Benchmarking information

Available on request.

Complaints Policy, guidance and forms

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

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