Agenda

Agenda

Speaking at a Council or Committee meeting

Venue: The Old Library - Oxford Town Hall. View directions

Contact: Catherine Phythian / John Mitchell / Jennifer Thompson, Committee and Member Services Officers 

Note: This meeting will be partly exempt 

Items
Note No. Item

Public reports can be viewed individually from the SJVG meeting page on the council’s website.

 

Separate packs for each company, containing all the reports for that company, are sent to the SJVG members and their support officers and to those attending on behalf of that company.

 

This agenda shows the approximate time when the SJVG will consider reports from each company.

 

6.00 pm

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.

 

6.05 pm

4.

Scrutiny recommendations

The Shareholder to consider recommendations of the Companies’ Scrutiny Panel.

6.15 pm

5.

Oxford City Housing Ltd - the Housing Group (Part Private)

Those who may attend for this company’s items.

 

Company Directors:

Richard Connolly (Chair of the Board)

Stephen Clarke

Jane Winfield

 

Others in attendance

Lindsay Cane (Company Secretary)

David Watt (Strategic Finance Manager)

Alan Wylde (Adviser)

5a

Housing Group Strategic Business Plan (Private)

The Interim Managing Director of the Housing has submitted a report to introduce the OCHL Strategic 10 year Business Plan and explain the changes since the Draft Strategic Business Plan of September 2019.  The Shareholder is asked to endorse the OCHL Plan.

 

Detailed recommendations are set out in the report.

5b

Housing Group: Quarterly reporting on finance and performance to SJVG (Private)

The Strategic Finance Manager for the Housing  Company has submitted a report  which covers performance for the first half of 2019/20 and comments on the effect of the most recent updates made to the approved 10 year Strategic Development Plan. Performance impact is discussed in the body of the report but also exemplified via a series of dashboards displaying data and performance on operational activities, development and acquisition progress and finally financial performance. The areas selected for measurement and comment represent the initial suggested points of interest, however it is hoped and expected overtime that the company Shareholder will identify other areas of interest for future assessment so this report continues to be valuable and fit for purpose for all concerned.

 

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

1.    Note the contents of the report discussing current performance across the main areas of activity i.e. operations, development and finance.

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

3.    Note the contents within the series of dashboards across the remaining appendices and provide comment and feedback for future reporting.

5c

Addendum to the Shareholder Agreement pdf icon PDF 332 KB

The Company Secretary of the Housing Group of Companies  has submitted a report  to propose an addendum to the Shareholder’s Agreement which allows the directors to continue to operate the Housing Group in accordance with the Council’s objectives without necessarily always seeking to maximise the company’s profits.

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

Agree the draft addendum to the Shareholder’s Agreement

5d

Appointment of up to three Non-Executive Directors to the Housing Group of Companies pdf icon PDF 128 KB

The Company Secretary of the Housing Group of Companies has submitted a report which sets out the process through which it is intended that up to three non-executive directors be selected and appointed to join the company Boards as the appointment of  non-executive directors, to the Housing Group is a matter reserved for the Shareholder. 

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

1.    Note that the Housing Group of companies wishes to proceed with the recruitment of up to three non-executive directors for the Housing Group to strengthen the existing Boards;

2.    Nominate two members of the Shareholder and Joint Venture Group to participate in the recruitment and selection process, to include membership of the interview panel, one of whom to be the Chair of the Shareholder and Joint Venture Group;

3.    Following the selection of the successful candidate(s), to delegate authority to the Chair of the Shareholder and Joint Venture Group to appoint the successful candidate(s) as Board Director(s) of the Housing Group.

The appendix to this report will be issued as a supplement.

 

5e

Appointment of a Managing Director to the Housing Group of Companies pdf icon PDF 198 KB

The Company Secretary of the Housing Group of Companies has submitted a report  which sets out the process through which it is intended that a new Managing Director be selected and appointed to join the Board.The appointment of Board Directors to the Housing Group is a matter reserved for the Shareholder. 

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

1.    Note that Oxford City Council, on behalf of the Housing Group, is proceeding with the recruitment of a Managing Director for the Housing Group for an initial fixed term of 2 years, to replace the current Interim Managing Director;

2.    Nominate two members of the Shareholder and Joint Venture Group to participate in the recruitment and selection process, to include membership of the interview panel, one of whom to be the Chair of the Shareholder and Joint Venture Group;

3.    Following the selection of the successful candidate, to delegate authority to the Chair of the Shareholder and Joint Venture Group to appoint the successful candidate as a Board Director to the Housing Group for the term of his/her appointment as interim Managing Director.

 

The appendix to this report will be issued as a supplement.

 

7.15 pm

6.

Barton Oxford Limited Liability Partnership (LLP): (Part Private)

Those who may attend for this company’s items.

 

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

Stephen Clarke

Caroline Green

Jane Winfield

 

6a

Barton LLP Update (Open) pdf icon PDF 23 KB

The Regeneration and Major Projects Service Manager has submitted a report to provide an update into the activities of Barton Oxford LLP over the quarter.

 

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

Note the contents of the report.

 

6b

Barton LLP Update Appendix (Private)

7.30 pm

7.

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

Those who may attend for this company’s items.

 

Company Directors:

Simon Howick

Aled Bath

Tim Sadler

 

Others in attendance:

Lindsay Cane (Company Secretary)

 

7a

Oxford Direct Services Update (Private)

The Managing Director of Oxford Direct Services has submitted an update on  the work of Oxford Direct Services.

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

1.    Note progress with capital grant funding for transformation

2.    Note the intention to extend the fleet to take advantage of the ESO grant

 

 

 

7.50 pm

8.

Oxford West End Development (OxWED) (Private)

Those who may attend for this company’s items.

 

Oxford City Council’s Company Directors

Gordon Mitchell

Tom Bridgman

 

Others in attendance

Lindsay Cane (Company Secretary)

Stephen Hing (OxWED Development Director)

8a

OXWED: Quarterly reporting on finance and progress to SJVG (Private)

The Development Director for OxWED has submitted a report to update the Shareholder and Joint Venture Group on the work of OxWED.

 

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

Note the report.

 

8.20 pm

9.

Minutes of the previous meeting (Public)

Recommendation: to approve the public minutes of the Shareholder meeting held on 25 September as true and accurate record.

10.

Minutes of the previous meeting (Private)

Recommendation: to approve the private minutes of the Shareholder meeting held on 25 September as true and accurate record.