SHR Board Minutes Minutes - 2 December 2025

Present

Welcome, apologies and declarations

GC welcomed all to the meeting.  There were no apologies. 

CS reported that he will be joining the Board of the Tenant Information Service (TIS) from 4 December 2025.  GC explained arrangements have been put in place to manage the potential conflict of interest and that CS will be updating his published biography and declaration of interests.  GC reported that TIS is currently being commissioned by SHR to carry out recruitment work with Tenant Advisors.  He also explained that, as TIS is currently appointed by Blochairn to advise tenants, CS will not participate in any related Board discussions or decisions.  The Board noted that CS would withdraw from forthcoming related discussions under item six. 

The Board noted the declaration and management arrangements in place.  It wished CS well with his work with TIS.   

There were no other declarations.  

Consent Agenda

The Board noted and approved the consent agenda including:

• the Chair and Member activity report;
• 7 October 2025 Board minutes, a private note of the Board workshop on 5 November 2025 and a minute of the Board meeting on 5 November 2025; and
• the matters arising report.

GC reported that MD can now attend the Oct 2026 Board meeting and that she and AA have swapped staff feedback session slots in 2026.  

Chief Executive’s report

MC presented on issues and developments that impact regulated bodies, the wider housing environment and SHR.  He updated the Board on the most recent Housing To 2040 Strategy Board meeting and progress of the new Housing Act.

The Board considered the report and discussed:

• ethical build to rent, noting this concept is at a very early stage and being explored by Wheatley Housing Group with a view to using mid market rental property for temporary accommodation as this could be offer better value for money than private sector lease schemes or bed and breakfasts;
• the Housing to 2040 Strategy Board, noting that the focus continues to be on the housing emergency response rather than Housing to 2040 strategy and this could have regulatory implications in the longer term;
• accessibility of information work SHR’s Tenant Assessors have carried out and if there is a role for Tenants Together Scotland in similar or follow up projects;
• how SHR tests accessibility of information on its website, noting the panel research published in July 2025 as well as the recent stakeholder communications research, which the Board will consider in January 2026; and
• the recent tragic fires in Hong Kong, noting there may in time be lessons to learn. 

The Board thanked MC and noted the report. 

GC reported that he and MC will attend an evidence session with the Scottish Government’s Loval Government, Housing and Planning Committee on 9 December 2025 and work is ongoing to prepare.   The Board noted the update.  It welcomed correspondence from some stakeholders published by the Committee.  

Digital Strategy

IM and RL presented SHR’s first Digital Strategy.  IM highlighted that it draws all elements of SHR’s existing digital work together.  The Board considered the Strategy and discussed:

• training and development, noting arrangements in place for SHR staff in general and specific continued professional development for the team responsible for the Business Intelligence System and also support arrangements for landlords using the landlord portal;
• the Scottish Government’s AI pilot that two of SHR’s staff participated in, noting that this version of Co-Pilot has additional costs and is different from Co-Pilot Chat, which all staff can access as part of Microsoft 365.   It noted Scottish Government is considering the findings from the pilot;
• risks related to security and accuracy, noting DJ also raised this point with IM prior to the meeting.  The Board noted that SHR staff are using AI that is within the Scottish Government’s secure network and anything inputted is treated confidentially and does not contribute to wider AI machine learning.  It also noted that staff have been advised to test and critically evaluate AI-generated outputs;
• the benefits that reliance of Scottish Government IT brings including value for money and cyber security, noting SHR does not have embedded expertise to deliver a standalone IT service and SHR has a balance between services provided by Scottish Government and SHR’s Business Intelligence System provided by private suppliers;
• public service reform context and how the strategy will enable SHR to deliver efficiencies;
• how SHR gains assurance from providers on the Cloud services it utilises, noting that contracts are procured via Frameworks, which have built in terms and conditions around data and security, good relationships with suppliers and robust contract management as well as an annual cyber resilience survey that contribute to the framework of assurance;
• place of social media, future development plans for SHR’s website and online tools, noting the Board will have an opportunity to input into the refresh of SHR’s communications strategy and its strategy on how it involve others in work at the January workshop;
• the Cloud First approach adopted by Scottish Government in 2020 and how that is more cyber resilient than private servers, offering significant benefits in expertise provided by hyperscale providers, noting they release frequent updates to maintain evergreen software and that there is data sovereignty in place.  The Board also noted that despite this, there will always be an element of risk, which makes incident planning very important;
• environmental considerations, equalities duties and the use of language in relation to AI, noting  the potential for bias and the importance of using AI where appropriate amongst other considerations.  It asked IM to reflect these points more explicitly in the Strategy Objectives.

The Board thanked RL and IM.  It asked IM to make some final amendments to take account of the discussion and to circulate the Strategy for approval. 

Action: IM to reflect the Board’s feedback in a final version of the Strategy and circulate this for approval.

Post meeting note: The Board approved the amended Digital Strategy by email. 

Q2 Corporate Performance report

MC presented the Corporate Performance Report for quarter two 2025/26.  He highlighted the new format of the report, which was developed in response to Board feedback.  

The Board welcomed the new format of the report.  It discussed:

• the clarity and insight provided, particularly around cyclical work across the year;
• how to further enhance some graphical information;
• the volume, resources needed, themes and source of FOI requests, noting that SHR like other public bodies has a duty to respond and be as helpful as possible within statutory timescales and this work can have significant resource implications.  It noted that SHR seeks to publish and be as transparent as possible and how SHR handles these; 
• an uptick on FOI cases going on to review and appeal, noting the additional work that can involve and the related timescales;
• SHR’s risk register and how the Board can gain assurance that the operating plan mitigations are effective.  It asked DJ to consider this further with ARAC in the first half of 2026 as she takes on the ARAC Chair role;
• plans to carry out an exercise on early warning signs for public bodies, noting this will be via ARAC, with the output reported to the Board thereafter;
• operating plan progress summary, agreeing a little bit more detail to map this against strategic priorities;
• engagement with landlords and how this is categorised, noting further work will be done to clarify that in future reports; and
• Memorandum of Understanding work, noting general challenges in renewing or establishing new ones mostly due to capacity in other organisation and that the previous Chair had written to both HSE and the Care Inspectorate, with only the Care Inspectorate having the potential capacity to consider later in 2026.  The Board also noted the point of contact approach taken by others in lieu of MOUs. 

The Board thanked MC for the updated format and the noted progress to date.  It ask him to consider and incorporate Board feedback as the report continues to develop. 

Actions:

• DJ to consider SHR’s risk register with ARAC in the first half of 2026 as she takes on the ARAC Chair role.
• MC to take account of Board feedback on the report format and additional detail or clarity requested for the next quarterly report in February 2026.

Regulatory Engagement – serious casework

HS presented an update on the most serious regulatory casework. She explained that she had made some updates to the report structure to condense previously reported narrative and add in links to current engagement plans.   

HS reported that BT Loch Aillse agus an Eilein Sgitheanaich – Locahalsh and Skye Housing Association is now complaint so has been removed from the report.  She also explained that Govan Housing Association, which was previously under review, has provided assurances and is now compliant and does not feature in the report.   Finally, HS reported that Reidvale Housing Association has provided assurance that will allow SHR to update the engagement plan and move it to compliant. 

HS updated the Board on engagement with Blochairn Housing Association.  The Board discussed provision of support for Blochairn and related discussions with GWSF

The Board noted that three RSL remain non-compliant.  The Board considered the update and discussed:

• engagement with Thenue and work with SFHA and GWSF, noting HS will update the board further in February;  
• pre-1919 tenements and challenges around stonework, which could impact regulatory status;
• meetings and communications with Gypsy/Traveller site residents.  It noted numbers attending have declined, but that Making Rights Real continues to coordinate and as improvement are being made discussions are focussed mainly on snagging; and
• voluntary involvement by local authorities of advice agencies as part of improvement planning and how this can be recorded and considered by SHR as part of the overall regulatory engagement, noting a Board discussion in November 2025 and engagement SHR has with advice agencies through twice yearly meetings.

GC welcomed CS back into to the meeting.

HS reported on recent structured conversations that SHR had with City of Edinburgh and Glasgow City Councils.  She reported on some of the challenges discussed including the impact of asylum seekers and the volume of judicial reviews.  HS explained that the Councils are working with legal advisors, advice agencies and Scottish Government and that there is also some exploration work ongoing with Wheatly Housing Group on the use of mid-market rental properties.  HS also reported that Edinburgh is considering an extension to the suspension of its allocation policy.  

The Board noted the updates.  

AOB

The Board discussed resourcing FOI and other public body duties, noting the significant related volume of work set out the operating plan including reporting duties.  It noted that MC would consider how this can be quantified to inform future discussions. MC reported that, more broadly, Scottish Government recognises the range of statutory obligations on public bodies and is seeking to explore areas of streamlining across bodies.   The Board also noted the considerations SHR gives around the regulatory burden for landlords when it considers its approach.  

CS reported he has become aware of information regarding an RSL.  The Board asked him to discuss this in the first instance with HS and if required also involve GC.  

The Board discussed collaboration with other public bodies and agreed that Board members should seek advice from SHR’s Chair and staff team before considering potential direct communications with other public body Board members. 

Action:

• MC to consider what information can be provided to the Board around public body duties to inform future discussions.  
• CS to discuss systemically important RSL with HS.

Agenda planner

The Board noted the agenda planner.  It discussed scope for future stakeholder involvement and potential invitations for 2026. GC reported he and RH will be discussing a future programme for 2026 and will take account of member suggestions.  

Effectiveness of meetings and papers

The Board considered the effectiveness of the meeting and papers.  It agreed that it was content.  It noted a preference for face-to-face meetings instead of online.   The Board also welcomed the reformatting of the performance report and forthcoming work around the risk register. 

DONMs

The Board will meet on 27 January for a workshop with Management Team.  The following Board meeting will be on 24 February 2026

The Chair thanked all for their work during 2025 and wished everyone well for the festive season.

Briefings

Between the 2 December 25 and 24 February 26:

• SHR publications
• Media updates
• Local Government, Housing and Planning Committee
• Audit Risk Assurance Committee papers
• Standards Commission Update
• SHR People Survey results
• Tenants Together (Scotland) SHR Liaison Group
• Scottish Government homelessness statistics
• New Housing Agency announcement
• SHR budget settlement