There were no declarations of interest.

The Group is asked to consider any comments and/or recommendations from the Companies’ Scrutiny Panel on matters not on the agenda.

Representatives of the Companies’ Scrutiny Panel may also comment on substantive items.

Cllr Katherine Miles, Companies Scrutiny Panel, advised the SJVG that a letter had been received from the Friends of Iffley Village relating to land at Meadow Lane, and as OX Place were not represented at this meeting, the letter had been forwarded to the Council’s Monitoring Officer.

Report of:  Head of Financial Services

Purpose of report: To propose the appointment of Mazars LLP as external auditor for the 2023/24 financial statements and subsequent 3 years.

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

1.    Approve the appointment of Mazars LLP as external auditor for the 2023/24 financial statements and the following three years, with the final year being subject to satisfactory performance.

Nigel Kennedy, Head of Financial Services, introduced the report which sought approval to appoint Mazars LLP as external auditor for the 2023/24 financial statements for Oxford City Housing Group, Oxford Direct Services Ltd and Oxford Direct Services Trading Ltd.

Nigel Kennedy highlighted that it was beneficial to secure the same external auditor for both the Council companies, due to both the complex inter-company relationship that were best dealt with on a consistent basis by one auditor and to enable Council officers to have one point of contact and one process through which to manage the audit.

He advised that the procurement was undertaken through a Crown Commercial Services framework, and there were 10 expressions of interest forms on the framework, however ultimately only one firm submitted a tender which was from the existing auditor for the companies.

Cllr Ed Turner arrived at the meeting.

The Shareholder and Joint Venture Group resolved to:

1.    Approve the appointment of Mazars LLP as external auditor for the 2023/24 financial statements and the following three years, with the final year being subject to satisfactory performance.

The Council’s representatives on the Limited Liability Partnership (LLP) and supporting officers:

·       Carolyn Ploszynski, Director

·       Jane Winfield, Director

The following Barton LLP representatives were present for this item:

·       Jane Winfield, Director

Report of: Jane Winfield, Head of Corporate Property

Purpose of report: This report provides an update into the activities of Barton Oxford LLP (BOLLP) over the past quarter.

Recommendation(s): That the Shareholder and Joint Venture Group resolve to:

1.       Note the contents of the report

The Shareholder and Joint Venture Group considered a report which provided an update into the activities of Barton Oxford LLP (BOLLP) over the last quarter.  Jane Winfield, Director introduced the report and highlighted that since publication of the report, the Competition and Markets Authority had ‘called in’ the Barratt and Redrow merger, however, there have been no signs that this would not be concluded.  She also advised that following the meeting with the BICEP in February, 20mph signs would be erected following completion of the development.

In response to a query raised regarding engagement with Community Employment Plans, Jane Winfield advised that links had been formulated with the Council’s Economic Development Team to ensure this remained a focus of the BOLLP.  It was noted that contracts had been awarded partly on the company’s commitment to social value, and therefore it was imperative that these were followed up to ensure they align with the Council’s values.

The Shareholder and Joint Venture Group resolved to:

1.    Note the contents of the report.

If the SJVG wishes to exclude the press and the public from the meeting during consideration of any of the items on the exempt from publication part of the agenda, it will be necessary for the SJVG to pass a resolution in accordance with the provisions of Paragraph 4(2)(b) of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2012 on the grounds that their presence could involve the likely disclosure of exempt information as described in specific paragraphs of Schedule 12A of the Local Government Act 1972.

The SJVG may maintain the exemption if and so long as, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The Shareholder and Joint Venture Group passed a resolution in accordance with the provisions of Paragraph 4(2)(b) of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2012 to exclude the press and members of the public on the grounds that Oxford City Council, Town Hall, St Aldate’s, Oxford OX1 1BX, their presence could involve the likely disclosure of exempt information as described in specific paragraphs of Schedule 12A of the Local Government Act 1972.

The Head of Financial Services will submit a report to the Shareholder and Joint Venture Group which provides an update on the 2023-24 financial performance for the 10 months ending 31-01-2024, and the ODSL and ODSTL Business Plan 2024-25 to 2027-28.

The Shareholder and Joint Venture Group (SJVG) received a report from the Head of Financial Services which provided the Shareholder with information on:

·       2023-24 Financial performance for the 10 months ending 31-01-2024

·       The ODSL and ODSTL Business Plan 2024-25 to 2027-28

The SJVG discussed the report in private session.

The SJVG noted the contents of the report.

Company Directors:

Tim Sadler (Non-Executive Director, Chair of the ODS Board)

Catherine Pridham (Non-Executive Director, Chair of ODS Audit Committee)

Michael Whitwell (Non-Executive Director, Chair of ODS RemCo Committee)

Tom Hook (Non-Executive Director)

Simon Howick (Managing Director)

Anne-Marie Scott (Executive Director of People and Corporate Services)

Others in attendance:

James Gutteridge (Financial Consultant)

Lindsay Cane (Company Secretary)

David Curtis (Chief Commercial Officer)

The following representatives of the ODS Group were present for this part of the meeting:

Tim Sadler, Chair of ODSL/ODSTL, Non-Executive Director

Catherine Pridham, Non-Executive Director

Tom Hook, Non-Executive Director

Simon Howick, Managing Director, ODS Group

James Gutteridge, Finance Consultant, ODS Group

Dave Curtis, Chief Commercial Officer, ODS Group

Lindsay Cane, Company Secretary, ODS Group

Anne-Marie Scott, Executive Director of People and Corporate Services, ODS Group

Report of:  ODS Group Board

Purpose of report: To provide the SHJV with a summary of 2023/24 trading year to date; to propose a dividend for the trading period 2022/2023; to present two new business plans for ODSL and ODSTL for approval, underpinned by 2024/25 ODS budgets.

Recommendation(s): That the Shareholder and Joint Venture Group resolves:

1.    To note confirmation of the forecast full year trading position for both companies (as at period 10) with a group net profit after tax working assumption of £2.7m.

2.    To declare a dividend of £1.4m for the financial year 2022/23 from ODSL.

3.    To note a summary of the ODS Group budgets for 2024/25 (which support the new business plans).

4.    To approve, the refreshed ODSL Business Plan (as attached at Appendix 1).

5.    To approve the refreshed ODSTL Business Plan (as attached at Appendix 2).

The Shareholder and Joint Venture Group received a report which provided a summary of the 2023/24 trading year to date, proposed a dividend for the trading period 2022/23, presented two new business plans for ODSL and ODSTL for approval which were underpinned by the 2024/25 ODS budgets.

The SJVG discussed the report in private session and members of the Companies Scrutiny Panel contributed questions and comments.

The Shareholder and Joint Venture Group resolved to:

1.    To note confirmation of the forecast full year trading position for both companies (as at period 10) with a group net profit after tax working assumption of £2.7m.

2.    To declare a dividend of £1.4m for the financial year 2022/23 from ODSL.

3.    To note a summary of the ODS Group budgets for 2024/25 (which support the new business plans).

4.    To approve, the refreshed ODSL Business Plan (as attached at Appendix 1).

5.    To approve the refreshed ODSTL Business Plan (as attached at Appendix 2).

Recommendation: to approve the public and private minutes of the Shareholder and Joint Venture Group meeting on 7 December 2023as a true and correct record.

The Shareholder and Joint Venture Group received the open and private minutes of the meeting held on 7 December 2023 and approved these as a true and accurate record.