Agenda, decisions and 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.

There were no declarations of interest.

To confirm as a correct record the Minutes of the meeting of the Committee held on 05 July 2023.

The minutes of the meeting of the Committee held on 05 July 2023 were confirmed as a correct record and signed by the Chairman.

To receive communications from the Chairman

There were no announcements made by the Chairman.

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

There were no items of urgent business.

Report of the Shareholder Representative.

Purpose of report

To appoint three new non-executive directors to replace the Council appointed non-executive directors on the GHVDC Board.

Recommendations

The Shareholder Committee is recommended:

1.1         To approve the appointment of Non Executive Director Terry Fuller, Elizabeth Rappaport and David Gelling for the Graven Hill companies, subject to appropritae checks being completed.

Resolved

(1)  That the appointment of Non-Executive Director Terry Fuller, Elizabeth Rappaport and David Gelling for the Graven Hill companies be approved.

The Committee considered a report from the Shareholder Representative, which detailed the appointment of three new non-executive directors to replace the replace the Council appointed non-executive directors on the Graven Hill Village Development Company Board. The Committee noted that the recruitment process had been a valuable exercise with high-calibre candidates appointed.

Resolved

(1)  That the appointment of Non-Executive Director Terry Fuller, Elizabeth Rappaport and David Gelling for the Graven Hill companies be approved, subject to appropriate checks being completed.

Report of the Shareholder Representative.

Purpose of report

To note, comment and approve recommendations in response to Crown House Banbury Limited Quarter One Business Report and 23/24 Budget Plan.

Recommendations

The Shareholder Committee is recommended:

1.1           To note and comment on the Crown House Banbury Ltd Quarter One 2023/24 Business Report as contained in this report.

1.2           To approve the Crown House Banbury Ltd 23/24 Budget Plan (Exempt Appendix 1)

Resolved

(1)  That the Crown House Banbury Ltd Quarter One 2023/24 Business Report as contained in this report be noted.

(2)  That the Crown House Banbury Ltd 23/24 Budget Plan be approved.

The Committee considered a report of the Shareholder Representative, which detailed the current financial position, revised year end position, progress against key performance indicators, key issues, risks, targets, and activities for current and the next quarter for the Crown House Companies for Quarter One 2023/24.

The company director of Crown House Companies Ltd commented on the development regarding electric meters, making mention of present-day completion of MPAN numbers registration; advising that the landlord electric supply remained with Ginger with tenants transferred to an independent supply from EON.  

Members advised they had a number of questions on the exempt appendices and would raise these at agenda item 9.

Resolved

(1)  That the Crown House Banbury Ltd Quarter One 2023/24 Business Report as contained in this report be noted.

(2)  That the Crown House Banbury Ltd 23/24 Budget Plan be approved.

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 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.”

Resolved

That, in accordance with Section 100A (4) of Local Government Act 1972, the press and public be exclude 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 circumstance of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The committee raised questions on the exempt appendices which were duly responded to.

Exempt report of Monitoring Officer & Assistant Director Law and Governance.

Resolved

(1)  That the Graven Hill Governance Review Action Plan be approved.

The Committee considered an exempt report of the Monitoring Officer and Assistant Director – Law and Governance, presenting the Governance Review Action Plan. The report followed a request at the last Shareholder Committee meeting for implementation in order to ensure oversight of the remaining actions emerging from the governance report. The Committee welcomed the action plan in order to ensure on-going governance.

Resolved

(1)  That the Graven Hill Governance Review Action Plan be approved.

Exempt report of the Shareholder Representative

Resolved

(1)  That the Graven Hill Village Development Company Quarter One Business Report be noted.

(2)  That the verbal Quarter Two (2023/24) Flash update be noted.

(3)  That, having given due consideration, the Graven Hill Village Development Company S106 update be noted.

(4)  That the 22/23 Audited Financial Statements for Graven Hill Village Development Company and subsidiaries be noted.

(5)  That the GHVDC 2022/23 Year In Review document be noted.

(6)  That the GHVDC Quarter One Business Report and verbal Quarter Two (2023/24) update be approved.

The Committee considered an exempt report from the Shareholder Representative, which detailed the in-year key strategic risks, performance, and financial update for Graven Hill Village Development Company Ltd (GHVDC). The report also provided an update on S106 contributions, the audit of the 2022/23 Financial Statements and presented a looking back view of the GHVDC activities for 2022/23 via the annually produced Year In View document. The committee recognised it was the Managing Director of Graven Hill Village Development Company last committee meeting and expressed their appreciation towards the contributions made.

Resolved

(1)  That the Graven Hill Village Development Company Quarter One Business Report be noted.

(2)  That the verbal Quarter Two (2023/24) Flash update be noted.

(3)  That, having given due consideration, the Graven Hill Village Development Company S106 update be noted.

(4)  That the 22/23 Audited Financial Statements for Graven Hill Village Development Company and subsidiaries be noted.

(5)  That the GHVDC 2022/23 Year In Review document be noted.

(6)  That the GHVDC Quarter One Business Report and verbal Quarter Two (2023/24) update be approved.

Exempt report of the Shareholder Representative

Resolved

(1)  That the recommendations set out in the exempt report be approved.

The Committee considered an exempt report from the Shareholder Representative, which detailed Graven Hill Village Development Company’s bonus scheme for 2024/25. The report followed the Committee’s decisions in July 2023.

Resolved

(1)  That the recommendations set out in the exempt report be approved.