Agenda

Agenda

Speaking at a Council or Committee meeting

Venue: Long Room - Oxford Town Hall. View directions

Contact: Jennifer Thompson 

Note: This meeting will be partly private 

Items
No. Item

1.

Apologies for absence

2.

Declarations of interest

3.

SJVG Confidentiality and private session

Access to reports and admission to Shareholder and Joint Venture Group Meetings

A limited company in which a local authority holds an interest, even a 100% interest, falls outside the strict requirements of local government law.

It follows, therefore, that meetings between the shareholder of a private limited company and the directors of such company are essentially private matters, to which the public holds no automatic right of admittance.

While this Council would be entitled, therefore, to treat its shareholder meetings as entirely private matters, in the spirit of transparency it has allowed public access to the “open” parts of the meeting, only going into private session when any matters of a confidential, commercial or financial nature are discussed. 

The agenda lists all reports to be considered and whether access to these is ‘public’ or ‘private’.

 

The Chair of the SJVG will confirm at the start of the meeting:

·         which reports and parts of the business are to be discussed in public session (to which the public and those not directly involved in the Company can be admitted) and

·         which reports and parts of the business are to be discussed in private (to which only the relevant Company’s directors and their advisers will be admitted).

 

The Chair at her discretion may decide to move from public to private discussion or vice-versa at any point during the meeting.

 

4.

SJVG Terms of reference and meeting arrangements pdf icon PDF 226 KB

Purpose of report: to set out the terms of reference and meeting arrangements for this Group.

The Head of Law and Governance will present this report.

 

Recommendation: to agree the terms of reference and meeting arrangements for the Shareholder and Joint Venture Group.

5.

Scrutiny comments and/or recommendations

The Group is asked to consider any comments and/or recommendations from the Companies’ Scrutiny Panel meeting on 19 September 2019.

Items relating to the Companies

The agenda item text indicates which documents are public and which are private.

6.

Oxford City Housing Ltd - the Housing Group

Company Directors:

Others in attendance

Richard Connolly

Lindsay Cane (Company Secretary)

Stephen Clarke

Alan Wylde (Adviser)

Jane Winfield

David Watt (Strategic Finance Manager)

 

 

6a

The future strategic direction of the Council's Group of Housing Companies (draft Business Plan) [Private]

Purpose of report: to introduce the first draft of both the OCHL Strategic Plan and 10 year indicative Business Plan and to seek shareholder endorsement.  At this stage the draft Business Plan is provided within the Strategic Plan, to establish an indicative ‘envelope’ within which the OCHL Group may progress to the detailed Business Plan for the Shareholder on 19 November 2019.

 

Recommendations: the Shareholder and Joint Venture Group is asked to:

1.  Review and endorse the first draft of both the OCHL Strategic Plan and indicative Business Plan at Appendix 1.

2.  Consider the specific points raised in the report, to inform the progress of the Strategic Plan and detailed Business Plan for the Shareholder meeting on 19 November 2019.

 

The report and appendices are private as they include matters considered to be commercially sensitive and relating to the finance or business affairs of the Council, the company, and other third-parties.

 

6b

Housing Group - Quarterly reporting on finance and progress [Part private] pdf icon PDF 228 KB

Purpose of report:

This report incorporates and seeks to measure the impact of the most recent changes made to the previous approved development programme within OCHL’s current Business Plan (BP). The Risk Register is undergoing a significant review given the change in strategic development, accelerated programme activity and future partnering arrangements and this will be reported at the next meeting. Furthermore, a series of development Key Performance Indicators (KPI’s) along with several financial performance measures are being identified and collated for reporting in future OCHL performance reports to the Shareholder meetings for review, comment and feedback.

 

Recommendations: that the Shareholder and Joint Venture Group resolves to:

 

1.      Note the revised development modelling (dashboards), financial performance and financial position of OCHL’s combined activities.

2.      Note the revised draft Business Plan schedule of projects at Appendix 1.

3.      Note the impact of the proposed 10 year development programme will have on OCHL activity and debt redemption possibilities, OGD social rented dwelling delivery, HRA headroom borrowing, future OCHL MTFP obligations and new build numbers.

 

The report is public. The three appendices are private as they include matters considered to be commercially sensitive and relating to the finance or business affairs of the Council, the companies, and other third-parties.

 

6c

Housing Group - Project Delivery Programme update [Public] pdf icon PDF 363 KB

Purpose of report: to provide an update to the SJVG on the status and progress of the Housing Group’s development site delivery programme.

 

Recommendation: that the Shareholder and Joint Venture Group resolves to note the status of the Housing Group Delivery Programme.

 

The report is public.

6d

Furnished Tenancy Scheme (Reserved under Rent & Lettings Policy) [Public] pdf icon PDF 205 KB

Purpose of report: to seek approval from the SJVG for an amendment to the Rent and Lettings Policy to include a Furnished Tenancy Scheme.

 

Recommendation: that the Shareholder and Joint Venture Group resolves to approve an amendment to the Housing Group’s Rent and Lettings Policy to include a Furnished Tenancy Scheme.

 

The report and the two appendices are public.

Additional documents:

6e

Governance arrangements for the OCHL Group of Companies [Part private] pdf icon PDF 159 KB

Purpose of report: to seek approval for the proposed governance arrangements.

 

Recommendations:

that the Shareholder and Joint Venture Group resolves to:

1.  Approve the proposals for the recruitment of two NEDs (Non-Executive Directors) for the OCHL group of companies, the proposed job description and the proposed remuneration;

2.  Agree that two elected members as representatives of the Shareholder, the Chief Executive of the Council and an OCHL Board Director will be included in the recruitment panel;

3.  Agree that formal shareholder consent be obtained on the final selected NED applicants chosen for appointment;

4.  Agree that consideration is given to the need for and recruitment of a permanent MD as part of the outcomes of the current OCHL review.

 

The report and Appendix 2 are public. Appendix 1 is private as it includes matters considered to be commercially sensitive and relating to the finance or business affairs of the Council, the company, and other third-parties.

Additional documents:

7.

Barton Oxford Limited Liability Partnership (LLP):

City Council’s representatives on the Limited Liability Partnership (LLP):

Stephen Clarke

Jane Winfield

 

7a

Barton Park Development Quarterly progress report [Part private] pdf icon PDF 241 KB

Purpose of report: to provide an update into the activities of Barton Oxford LLP (BOLLP) over the quarter and progress of housing delivery at Barton Park.

Recommendation: the Shareholder and Joint Venture Group resolves to note the contents of the report and the appendix.

 

The report is public. The one appendix is private as it includes matters considered to be commercially sensitive and relating to the finance or business affairs of the Council, the LLP and other third-parties.

8.

Oxford Direct Services Ltd and Oxford Direct Services Trading Ltd (ODS)

Company Directors:

Others in attendance

Simon Howick

Lindsay Cane (Company Secretary)

Aled Bath

 

Tim Sadler

 

 

 

8a

Oxford Direct Services (ODS) Board Quarterly update report [Private]

Purpose of report: to provide the SJVG with an update on the companies’ activities.

Recommendation: that the Shareholder and Joint Venture Group resolves to note the report.

 

The report is private as it includes matters considered to be commercially sensitive and relating to the finance or business affairs of the Council, the companies, and other third-parties.

 

9.

Oxford West End Development (OxWED)

Oxford City Council’s

Company Directors

Others in attendance

Gordon Mitchell

Lindsay Cane (Company Secretary)

Tom Bridgman

Stephen Hing (OxWED Development Director)

 

 

9a

OxWED Quarterly Oxford City Council Shareholder Update [Part private] pdf icon PDF 213 KB

Purpose of report: to provide an update on the company’s activity.

Recommendation: that the Shareholder and Joint Venture Group resolves to note the report and the appendices.

 

The report is public. There are three appendices to this report: one which is public and two which are private as they include matters considered to be commercially sensitive and relating to the finance or business affairs of the Council, the company, and other third-parties.

Additional documents:

10.

Minutes of the previous meeting (Shareholder meeting, 23 July 2019) [Part private] pdf icon PDF 229 KB

Recommendation: to approve the public and private minutes of the Shareholder meeting of 23 July 2019 as a true and correct record.