Simon Howick, ODS Managing Director and Tim Sadler, Chair of ODS presented the ODS end of year report to the Panel.

Progress had been made on both senior staffing fronts and wider governance. Gregor Budde, the new Finance Director, had been appointed, was introduced to the Panel and welcomed. The ODS Board had been holding multiple additional meetings with the non-executive directors to manage the disruption caused by Covid. Responding to Covid locally was an area where ODS had received excellent feedback from customers on their work, where they had played a key role in street cleansing and supporting the hubs. An audit committee had been established and had met.

The Panel also raised questions in relation to the ongoing impact of the Council’s decision to pause certain capital projects. The Council as both shareholder and contractor, and ODS had worked together early on in deciding how to approach the situation.

Discussion was held by the Panel regarding the impact of shareholder spending through ODS, and the circular economy aspect of spending by the Council and the benefits of capital spending for residents. It was felt that these were valid considerations and should form part of the Council’s decision-making as to when paused projects might be recommenced. Whilst it was recognised that the overwhelming majority of projects (specifically housing projects) from the Council to ODS were continuing, it was AGREED to make the following recommendation to the Shareholder and Joint Venture Group:

That the Council, when determining whether to recommence paused capital projects, gives weighting to the social value effects of capital projects as criteria. In particular, the impact of reflationary spending, the benefits to the community of the capital project, and the impact on returns to the Council.

The Panel also THANKED formally ODS for the work of their staff in the difficult circumstances faced by all.

Councillor Nigel Chapman, Simon Howick, Tim Sadler and Gregor Budde all left the meeting at this point.

Simon Howick and Tim Sadler, ODS Company Directors, Lindsay Cane, ODS Company Secretary, and Emily Anrude, ODS Senior Account Manager, joined the meeting at the commencement of this item and presented an update report on the progress of Oxford Direct Services over the previous quarter, including a customer service report on the Street Scene services.

The transformation programme was reported to be making process.

Discussion was devoted to Appendix 3, which explained the company’s success in winning contracts. There was a discussion about some of the tensions between the historic work of the Company for the Council and the opportunities afforded by higher value work elsewhere.

Discussion was also devoted to the relationship between the TECKAL company and the Trading Company of ODS.

The Panel NOTED the reports and AGREED to makethe following recommendations to the Shareholder and Joint Venture Group:

1)    That the Council tasks the City Centre Manager to reinvigorate and republicise its previous scheme for allowing members of the public to use shop toilets in the City Centre and the Shareholder and Joint Venture Group requires ODS to coordinate with these efforts and capitalise on any benefits accordingly.

2)    That the Shareholder and Joint Venture Group continues with its dashboard reporting, but with the following changes: i) to report on the outcome of bids by value rather than number, ii) to disaggregate the figures by ODS service area, and iii) to add another metric to the dashboard reports by presenting the results when Council contracts are excluded.

3)    That the Shareholder and Joint Venture Group seeks ODS to report each quarter on the value of work undertaken by the TECKAL company, and the Trading Company.

Simon Howick, Tim Sadler and Emily Anrude left the meeting at the end of this item.

Simon Howick and Tim Sadler, ODS Company Directors, joined the meeting at the commencement of this item and presented an update report on the progress of Oxford Direct Services over the previous quarter.

Tim Sadler, speaking as Chair of the Board gave an update on a number of governance issues. It was confirmed to the Panel that the first ODS board meeting had taken place with the recently-appointed non-executive directors, which had been extremely positive. The first meeting of the Assurance Committee had also taken place, providing assurance with regards to internal audit, external audit and accounts. Simon Howick proceeded to lead on introducing the remainder of the report.

The Panel discussed customer feedback which showed a couple of negative spikes relating to streetscene operations. It was fed back that at the time sampling of customers had been undertaken about the public toilets, which brought down the average customer feedback. Panel feedback stressed the importance of having regular cleaners in the city centre toilets not only for hygiene reasons but also to discourage anti social behaviour and drug use. A City Centre toilet scheme was encouraged by the Panel, to make known shops which allowed the public to use their toilets. Though this was not something that was within the remit of ODS, it was confirmed that the Council’s Community Services team were seeking to re-establish such a scheme in the city centre.

The Panel sought to learn whether savings would be required if ODS were to achieve its financial targets.

Discussion was held over the specific areas of operation of the different divisions of ODS and the respective challenges of each market, particularly in regards to securing contracts.

The Panel raised questions in relation to how ODS was promoting a diverse workforce. ODS was aware of the position taken by the Council and was seeking to mirror some of its elements. The ODS Director of HR was working to develop clear opportunities for recruitment from work experience through to apprenticeships and on to career grade opportunities, which could be promoted amongst under-represented groups.

In relation to staff turnover, it was asked whether ODS would consider using incentive schemes to align the benefits of productive work to the individual and the business.

Regarding the financial position of ODS the Panel welcomed progress made to date but enquired about more stretching income targets.

The Panel sought reassurance that the TECKAL status of ODS did not act as a barrier to it being able to take on additional work from sources other than the Council.

The Panel NOTED the report.

Simon Howick and Tim Sadler left the meeting at the end of this item.