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 

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 

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 

 

Assurance Statement 

/performance-documents/

Annual Return on Charter Submission to SHR

 /performance-documents/

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

Strategic agreements with other organisations

Available on request  

Return to Guide to Information Overview

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

/get-involved/ 

Policies and Procedures

Allocations Policy 

/documents/#governanceandhr 

Adaptations Policy

Available on request.

Anti-Social Behaviour Policy (Estate Management Policy)

/documents/#governanceandhr 

Asbestos Management Policy

/documents/#governanceandhr 

Arrears Management Policy

/documents/#governanceandhr 

Asset Management Policy (including stock condition information)

/documents/#governanceandhr 

Customer Care Policy

/documents/#governanceandhr 

Data Protection Policy

/documents/#governanceandhr 

Equality and Diversity Policy

/documents/governance-hr-documents

Estate Management Policy

/documents/#governanceandhr 

Health and Safety Policy and Procedures

/documents/#governanceandhr 

Legionella Policy

/documents/#governanceandhr 

Procurement Policy

/procurement/ 

Risk Management Policy

Available on Request

Rent Setting Policy

/documents/#governanceandhr 

Repairs Policy

/documents/#governanceandhr 

Sustainability Policy

/documents/#governanceandhr 

Tenancy Sustainment Policy

Included in Rent Arrears Policy

Internal procedures relating to the above (where available)

Available on request

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

/documents/#governanceandhr 

Governing body meeting reports/papers

Available on request.

Governing body agendas

Available on request.

Consultation and Participation 

Tenant Participation Policy

/documents/#governanceandhr 

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

Available on request.

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

/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

/documents/#governanceandhr 

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

/documents/#governanceandhr 

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)

/documents/#governanceandhr 

General information about the staff pension scheme

/finance-documents/  

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

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

/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 

/about-us/ 

Estate development plans

Available on request. 

Information Resources

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

/documents/#governanceandhr 

Data protection Policy

/documents/#governanceandhr 

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

Information about our key service delivery contractors who carry out:

  • responsive repairs
  • landscape maintenance
  • planned/cyclical maintenance

Responsive Repairs are carried out by Consilium Contracting Services https://www.consiliumcs.co.uk/ 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)

/documents/#governanceandhr 

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/ 

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 

/documents/#performance 

ARC report to tenants

/documents/#performance 

Performance Standards/Indicators

Available on request.

Benchmarking information

Available on request.

Complaints Policy, guidance and forms

/documents/#performance 

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

/documents/#performance 

Newsletter

/documents/#publications 

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 Oak Tree Housing Association.

Return to Guide to Information Overview