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.

There were no recommendations from the Companies Scrutiny Panel tabled under this agenda item but members of the Companies Scrutiny Panel contributed to the discussion on all agenda items as minuted.

Purpose of report:

To propose the appointment of Mazars LLP as external auditor for the 2022/23 financial statements.

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

1.    Note the current position in respect of 2021/22, the current state of the audit market, and the increase in audit requirements.

2.    Approve in principle the appointment of Mazars LLP as external auditor for the 2022/23 financial statements whilst noting that the appointment will need to be formally approved by the partnership board.

The Shareholder and Joint Venture Group considered a report from the Head of Financial Services which proposed the appointment of Mazars LLP as external auditor for the 2022/23 financial statements for Barton Oxford LLP.

Nigel Kennedy, Head of Financial Services advised the Group that the partnership board have requested further detail to the costings provided by Mazars LLP and that this be reviewed prior to final agreement.  It was noted that, although likely to be agreed, the final decision would be taken at a later date by the Head of Financial Services as per the recommendation.  However, in the event that the partnership board do not agree the appointment of Mazars LLP, a further report would be brought to the Group.

Therefore, the Shareholder and Joint Venture Group were advised to include an additional recommendation that would delegate authority to the Head of Financial Services to enable the decision to be taken in a timely manner, and included as italics below.

The Shareholder and Joint Venture Group resolved to:

1.    Note the current position in respect of 2021/22, the current state of the audit market, and the increase in audit requirements.

2.    Approve in principle the appointment of Mazars LLP as external auditor for the 2022/23 financial statements whilst noting that the appointment will need to be formally approved by the partnership board.

3.    To delegate authority to the Head of Financial Services to undertake detailed negotiations and agree terms with the partnership board prior to any agreement on the appointment of Mazars LLP as external auditor for the 2022/23 financial statements.

Purpose of report:

To propose the appointment of Mazars LLP as external auditor for the 2022/23 financial statements.

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

1.    Note the current position in respect of 2021/22, the current state of the audit market, and the increase in audit requirements.

2.    Approve the appointment of Mazars LLP as external auditor for the 2022/23 financial statements.

The Shareholder and Joint Venture Group considered a report from the Head of Financial Services which proposed the appointment of Mazars LLP as external auditor for the 2022/23 financial statements for the Oxford City Housing Group.

Nigel Kennedy, Head of Financial Services drew the Group’s attention to the recommendation from the Housing Group to the appointment of Mazars LLP as external auditor for the 2022/23 financial statements.

The Shareholder and Joint Venture Group noted the risks associated with audit market capacity as highlighted within the report, and drew particular attention to the importance of financial information provided in a timely manner in order to mitigate this risk.

The Shareholder and Joint Venture Group resolved to:

1.    Note the current position in respect of the 2021/22, the current state of the audit market, and the increase in audit requirements.

2.    Approve the appointment of Mazars LLP as external auditor for the 2022/23 financial statements.

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

·         Ian Brooke, Director

·         Carolyn Ploszynski, Director

·         Jane Winfield, Director

·         Sarah Knight, Head of Development (Housing Services)

The following Barton LLP representatives were present for this item:

·         Sarah Knight, Head of Development (Housing Services)

·         Jane Winfield, Director

Purpose of report:

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

Recommendation:

That the Shareholder and Joint Venture Group resolves to 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 past quarter.  Sarah Knight, Head of Development (Housing Services) and Jane Winfield, Director of BOLLP, responded questions from the Group as follows:

·       As outlined within the report, the national housing market has been slowing, due to the increase in mortgage rates, the cost of living crisis and poor consumer confidence in the markets.

·       Progress had been made with Vistry, and the LLP continued to forge positive working relationships to ensure obligations were met.

·       Initial discussions had taken place with the Dorchester Group prior to the submission of their planning application, and progress would depend on the outcome of that application.

·       Whilst the delay of the Community Employment Plan had been disappointing, work continued to take place with the Economic Development Team and the OXLEP, and the LLP continued to actively gather this information from Vistry and Redrow.

·       If the final phase of the development delivered 100% of Affordable Housing, this would increase the overall stock to over 50%, however more definite figures could be provided.

The Shareholder and Joint Venture Group resolved to 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 following OxPlace representatives and supporting officers are expected to attend for this item:

·       Helen Horne, Managing Director, OX Place

·       Sarah Knight, Head of Development

·       Kerry Kyriacou, Chair of OX Place

·       David Watt, Finance Business Partner

·       Michelle Chidgey, Head of Sales & Marketing

·       Stephen Gabriel, Director

·       Jane Winfield, Director

·       Lindsay Cane, Company Secretary

The following Ox Place representatives were present for this item:

·         Helen Horne, Managing Director, Ox Place

·         Sarah Knight, Head of Development

·         Kerry Kyriacou, Chair of Ox Place

·         David Watt, Finance Business Partner

·         Lindsay Cane, Company Secretary

·         Jane Winfield, Director

The Shareholder and Joint Venture Group received a verbal update from Kerry Kyriacou, Chair of Ox Place, and with Helen Horne, Managing Director of Ox Place, answered questions from those members of the SJVG and Companies’ Scrutiny Panel present at the meeting in a private session.

Purpose of the report:

To update the Shareholder on the day to day actions and progress since the previous OX Place Shareholder and Joint Venture Group meeting.

Recommendation:

That the Shareholder and Joint Venture Group resolves to agree the recommendations detailed in the report.

The Shareholder and Joint Venture Group received a report from Helen Horne, Managing Director of Ox Place, which provided an overview of the activities of Ox Place and answered questions from those members of the SJVG and Companies’ Scrutiny Panel present at the meeting in private session.

The Shareholder and Joint Venture Group resolved to agree the recommendations detailed in the report.

Purpose of report:

The Shareholder and Joint Venture Group is asked to consider the reappointment of both Kerry Kyriacou and Rosemary Farrar as non-executive directors of the housing group of companies.

Recommendations:

That the Shareholder and Joint Venture Group resolves to agree the recommendations detailed in the report.

The Shareholder and Joint Venture Group received a report which asked the SJVG to consider the reappointment of both Kerry Kyriacou and Rosemary Farrar as non-executive directors of the housing group of companies.  Helen Horne, Managing Director of Ox Place answered questions from those members of the SJVG and Companies’ Scrutiny Panel present at the meeting in private session.

Kerry Kyriacou left the meeting for this item

The Shareholder and Joint Venture Group resolved to agree the recommendations detailed in the report.

Purpose of the report:

The Shareholder and Joint Venture Group is presented with this report primarily for information purposes, but also to consider whether and how it wishes to participate in the selection process for an additional independent person to join OCHL’s Audit, Risk and Governance Committee.

Recommendation:

That the Shareholder and Joint Venture Group resolves to agree the recommendations detailed in the report.

The Shareholder and Joint Venture Group received a report which presented, primarily for information purposes, but also to consider whether and how it wished to participate in the selection process for an additional independent person to join OCHL’s Audit, Risk and Governance Committee.  Lindsay Cane, Company Secretary, answered questions from those member of the SJVG and Companies’ Scrutiny Panel present at the meeting in a private session.

The Shareholder and Joint Venture Group resolved to agree the recommendations detailed in the report.

Purpose of report:

This report provides a development financial performance position for OX Place as at the end of December 2022 (Period 9), together with a related forecast projected outturn for the remainder of the 2022/23 financial year.

Recommendation: 

That the Shareholder and Joint Venture Group resolves to agree the recommendations detailed in the report.

The Shareholder and Joint Venture Group considered a report which provided a developmental financial position for Ox Place as at the end of December 2022 (Period 9) together with a related forecast projected outturn for the remainder of the 2022/23 financial year.

Helen Horne, Managing Director of Ox Place and David Watt, Finance Business Partner, answered questions from those members of the CHVG and Companies’ Scrutiny Panel present at the meeting in a private session.

The Shareholder and Joint Venture Group resolved to agree the recommendations detailed in the report.

Purpose of report:

The initial rationale for an OX Place Registered Provider (RP) was to facilitate the continued growth and delivery of more new affordable homes, thereby enabling this new entity to bid for Social Housing Grant (SHG) funding and over time ensure the Housing Group can enhance its existing asset base to generate a more consistent, long-term, regular dividend for the Shareholder, whilst at the same time providing an additional exit route option for OCH(D)L.

Recommendation: 

That the Shareholder and Joint Venture Group resolves to agree the recommendations detailed in the report.

The Shareholder and Joint Venture Group received a report which outlined the rationale for an Ox Place Registered Provider (RP) to facilitate the continued growth and delivery of more new affordable homes.

Helen Horne, Managing Director of Ox Place answered questions from those members of the SJVG and Companies’ Scrutiny Panel present at the meeting in private session.

The Shareholder and Joint Venture Group resolved to agree the recommendations detailed in the report.

The following Oxford City Council representatives on the OxWED LLP and supporting officers are expected to attend for this item:

Tom Bridgman, Director

Caroline Green, Director

Carolyn Ploszynski, Director

Kevin Minns, Managing Director, OxWED LLP

The following representatives were present for this item:

·         Kevin Minns, Managing Director of OxWED LLP

·         Jonathan Solomon, JDS Real Estate

·         Tom Bridgman, Director

·         Caroline Green, Director

Purpose of the report:

This report provides an update into the activities of OxWED LLP.

Recommendation:

That the Shareholder and Joint Venture Group resolves to agree the recommendations detailed in the report.

The Shareholder and Joint Venture Group considered a report which provided an update into the activities of OxWED LLP.  Tom Bridgman, Director, Kevin Minns, Managing Director and Jonathan Solomon, Director, answered questions from those members of the SJVG and Companies’ Scrutiny Panel present at the meeting in a private session.

The Shareholder and Joint Venture Group resolved to agree the recommendations detailed in the report.

Recommendation: to approve the public and private minutes of the Shareholder and Joint Venture Group meeting on 2 November 2022as a true and correct record.

The Shareholder and Joint Venture Group received the public and private minutes of the meeting of 2 November 2022 and resolved to agree these as a true and accurate record.