Agenda, decisions and draft minutes

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting.

Councillor Rob Pattenden, Other Registerable Interest, as interim Non-Executive Director on Crown House Banbury Ltd.

To confirm as a correct record the Minutes of the meeting of the Committee held on 11 December 2026.

The minutes of the Committee meeting held on 11 December 2026 were approved after correcting the job titles of two Graven Hill Directors, as a correct record, and signed by the Chair.

To receive communications from the Chair

There were no Chair’s announcements.

The Chair to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There were no items of urgent business.

**Exempt appendices of this report are included on this agenda as a separate item, item 8**

Purpose of report

To note, comment and approve recommendations in response to Crown House Banbury Limited Quarter Three 2025/26 Business Report.?

Recommendations

The Shareholder Committee resolves:

1.1     Note and comment on the Crown House Banbury Limited Quarter Three 2025/26 Business Report as contained in this report.?

Resolved

(1)  That the Crown House Banbury Limited Quarter Three 2025/26 Business Report as contained in this report be noted and commented on.

The Shareholder Representative submitted a report which presented the Crown House Banbury Limited Quarter Three 2025/26 Business Report.

The company informed the committee that it is progressing with the new management agent and accountant, enhancing the company's viability and oversight.

Resolved

(1)  That the Crown House Banbury Limited Quarter Three 2025/26 Business Report as contained in this report be noted and commented on.

The following items of business contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

3.     Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Members are reminded that whilst the following items have been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

As set out in agenda item 6

As set out under agenda item 6

As set out under minute item 43.

Exempt report of Shareholder Representative

Resolved

(1)  That the Crown House Banbury Limited Business Plan 2025-2027, as reviewed 2026 as set out in Appendix A be approved.

The Committee considered an exempt report from the Shareholder Representative to approve the Crown House Banbury Limited Business Plan 2025-2027.

Resolved

That the Crown House Banbury Limited Business Plan 2025-2027, as reviewed 2026 as set out in Appendix A be approved.

The Shareholder Committee to resolve to readmit the public and press to the meeting.

Report of the Assistant Director of Law and Governance and Monitoring Officer.

Purpose of report

This report presents an update of the Governance Review Action Plan, which commenced following a request at the Shareholder Committee meeting dated 05 July 2023 to ensure oversight of the remaining actions emerging from the Governance Review, carried out by WBD Solicitors.?

Recommendations

The Shareholder Committee resolves:

1.1     To note the updated Graven Hill Governance Review Action Plan attached as Appendix A.

Resolved

(1)  That the updated Graven Hill Governance Review Action Plan attached as Appendix A be noted.

The Committee reviewed a report from the Monitoring Officer andAssistant Director of Law and Governance, providing an update on the Governance Review Action Plan.

The action plan commenced following a request at the Shareholder Committee meeting dated 05 July 2023 to ensure oversight of the remaining actions emerging from the Governance Review report.

Resolved

(1)  That the updated Graven Hill Governance Review Action Plan attached as Appendix A be noted.

**An exempt version of this report and exempt appendices are included on this agenda as a separate item, item 14**

Report of the Shareholder Representative

Purpose of report

To note, comment and approve recommendations in response to the GHVDC Quarter Three Business Report.

 Recommendations

The Shareholder Committee is recommended to:

1.1     To note and comment on the GHVDC Quarter Three Business Report. 

1.2     To approve the GHVDC Quarter Three Business Report 

1.3     Note that the cost of living increases will be based on the Consumer Prices Index in line with previous years (CPI as of January 2026) 

1.4     To approve the recommendations of the GHVDC Remuneration Committee Report. Shareholder Committee consent is sought in accordance with Clause 4.11 and 8.1.20 of the 08 October 2025 Shareholder Agreement Matters requiring Consent of the Council. 

1.5     To note and comment on the GHVDC Market Demand and Interest Report. Appendix C within the exempt report. 

Resolved

(1)  That the GHVDC Quarter Three Business Report be noted and commented on.

(2)  That the GHVDC Quarter Three Business Report be approved.

(3)  That the cost of living increases will be based on the Consumer Prices Index in line with previous years (CPI as of January 2026) be noted.

(4)  That the GHVDC Market Demand and Interest Report - Appendix C within the exempt report be noted and commented on.

The Committee considered the public version of the report of the Shareholder Representative which provided the Graven Hill Village Development Company (GHVDC) - Quarter Three Business Report 2025/2026.

Having considered the exempt version of the report in private session, the Committee considered the recommendations.

Resolved

(1)  That the GHVDC Quarter Three Business Report be noted and commented on.

(2)  That the GHVDC Quarter Three Business Report be approved.

(3)  That the cost of living increases will be based on the Consumer Prices Index in line with previous years (CPI as of January 2026) be noted.

(4)  That the GHVDC Market Demand and Interest Report - Appendix C within the exempt report be noted and commented on.

The following items of business contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

3.     Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Members are reminded that whilst the following items have been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

As set out in agenda item 12.

As set out in agenda item 12.

As set out in minute item 49.

Exempt report of Shareholder Representative

Resolved

(1)  That the Graven Hill Village Development Company Strategic Business Plan 2026-27 as set out in Appendix A be approved.

(2)  That the strategic risks as set out in the report be noted.

(3)  That the key performance indicators for Graven Hill Village Development Company to report to the Shareholder in accordance with the Business Plan 2026-27 be approved.

(4)  That he financial strategy and cashflow forecast, as set out in (Appendix B), for Graven Hill Village Development Company be approved.

(5)  That the FY26/27 profit and loss overview, cashflow, and associated

commentary, as set out in (Appendix C), for Graven Hill Village Development Company be approved.

The committee considered an exempt report from the Shareholder Representative outlining Graven Hill Village Development Company’s FY 26/27 Strategic Business Plan Update.

Resolved

(1)  That the Graven Hill Village Development Company Strategic Business Plan 2026-27 as set out in Appendix A be approved.

(2)  That the strategic risks as set out in the report be noted.

(3)  That the key performance indicators for Graven Hill Village Development Company to report to the Shareholder in accordance with the Business Plan 2026-27 be approved.

(4)  That he financial strategy and cashflow forecast, as set out in (Appendix B), for Graven Hill Village Development Company be approved.

(5)  That the FY26/27 profit and loss overview, cashflow, and associated

commentary, as set out in (Appendix C), for Graven Hill Village Development Company be approved.

Graven Hill Village Development Company (GHVDC) have regular board meetings. The meeting minutes are presented to the Shareholder Committee for information purposes.

Recommendations

The Shareholder Committee resolves:

To receive the Graven Hill Village Development Company (GHVDC) board minutes for the meetings of 30 October 2025 and 27 November 2025.

Resolved

(1)  That the Graven Hill Development Company Board meeting Minutes be noted. 

The Committee were presented with the minutes of Graven Hill Village Development Company (GHVDC) board meetings that had been held on 30 October and 27 November 2025.

Resolved

(1)  That the Graven Hill Development Company Board meeting Minutes be noted.