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.

Councillor Pattenden announced that he was the interim Director for Crown House.

To confirm as a correct record the Minutes of the meeting of the Committee held on 16 October 2024.

The minutes of the meeting of the Committee held on 16 October 2024 were confirmed as a correct record and signed by the Chairman.

To receive communications from the Chairman

The Chairman extended a warm welcome to Councillor Wood, who attended the meeting as a guest. The Chairman informed the Committee that he had contacted the minister, inviting him for a tour of Graven Hill, but had not yet received a response.

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 

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: 
 

1.1To approve the updated Graven Hill Governance Review Action Plan attached at Exempt Appendix A. 

Resolved

(1)  That the updated Graven Hill Governance Review Action Plan attached at Exempt Appendix A be approved.

The Committee considered a report from the Monitoring Officer and Assistant Director of Law and Governance presenting an update of the exempt 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.

The Deputy Monitoring Officer confirmed that the revised shareholder agreement will be presented at the committee meeting in March 2025.

Resolved

(1)  That the updated Graven Hill Governance Review Action Plan attached at Exempt Appendix A be approved.

**An exempt version of this report and the exempt appendices are included on this agenda at a separate item**

Report of the Shareholder

Purpose of report 

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

Recommendations 
 
The Shareholder Committee is recommended to: 
 

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

1.2     To approve the GHVDC Quarter Two Business Report 

1.3     To approve the Minutes, actions and agreed outputs from the 10^th October Strategy Session. Appendix C  

1.4     To note and comment on the GHVDC Board skills audit. Appendix E. 

1.5     To note and approve that GHVDC can pursue all necessary contractual remedies to recover costs from Iconic Development Group including recourse to litigation if required. Shareholder Committee consent is sought in accordance with Clause 7.1.23 of the 6^th December 2021 Shareholder Agreement Matters requiring Consent of the Council. 

As set out in agenda item twelve.

The Committee considered a report from the Shareholder Representative which contained confidential appendices outlining the Graven Hill Village Development Company’s (GHVDC) Quarter Two (2024/25) Business Report Update.

The Managing Director of Graven Hill Village Development Company confirmed that a follow-up strategy day session will take place in February 2025. This session will specifically address product options and clarify future funding strategies.

The Committee inquired about the effectiveness of the management at Iconic. The Managing Director of the company responded by stating that the board has established robust procedures for evaluating both the quality and financial performance of contractors. Furthermore, the company is actively addressing any outstanding defects.

Resolved

As set out under minute item 37.

Report of the Shareholder Representative

Purpose of report 

To note, comment and approve recommendations in response to Crown House Banbury Limited Quarter Two 2024/25 Business Report.

Recommendations 
 
The Shareholder Committee is recommended to: 
 

1.1 Note and comment on the Crown House Banbury Limited Quarter Two 2024/25 Business Report as contained in this report.? 

Resolved

(1)  That the Crown House Banbury Limited Quarter Two 2024/25 Business Report as contained in this report be noted and commented.

The Committee considered a report from the Shareholder Representative, which detailed Crown House Companies' in-year key performance, financial update and operation delivery for Quarter Two 2024/25.

One of the company's directors informed the Committee that a comprehensive review of Key Performance Indicator (KPI) reporting will be conducted, aiming to incorporate more detailed data starting at the commencement of the new financial year.

Resolved

(1)  That the Crown House Banbury Limited Quarter Two 2024/25 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.”

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

Recommendations

For the Shareholder Committee to receive Graven Hill Village Development Company’s (GHVDC) board minutes for any meetings held since they were last shared at the Shareholder Committee meeting on 26 June 2024.

Minutes of the 09 May 2024, 27 June 2024, 22 August 2024 and 26 September 2024 are attached

The Committee were presented with the minutes of Graven Hill Village Development Company (GHVDC) board meetings held since the Shareholder Committee meeting on 4 June 2024.

Resolved

That the Committee received Graven Hill Village Development Company’s (GHVDC) board minutes of 09 May 2024, 27 June 2024, 22 August 2024 and 26 September 2024.

As set out in agenda item six

As set out under minute item 31.

Exempt report of the Shareholder Representative

Resolved

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

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

(3)  That the Minutes, actions and agreed outputs from the 10th October Strategy Session. Appendix C be approved.

(4)  That the GHVDC Board skills audit. Appendix E be noted and commented on.

(5)  That GHVDC can pursue all necessary contractual remedies to recover costs from Iconic Development Group including recourse to litigation if required. Shareholder Committee consent is sought in accordance with Clause 7.1.23 of the 6th December 2021 Shareholder Agreement Matters requiring Consent of the Council be noted and commented on.

The Committee considered a report from the Shareholder Representative, which outlined the Graven Hill Village Development Company's (GHVDC) Quarter Two (2024/25) Business Report Update.

Resolved

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

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

(3)  That the Minutes, actions and agreed outputs from the 10th October Strategy Session. Appendix C be approved.

(4)  That the GHVDC Board skills audit. Appendix E be noted and commented on.

(5)  That GHVDC can pursue all necessary contractual remedies to recover costs from Iconic Development Group including recourse to litigation if required. Shareholder Committee consent is sought in accordance with Clause 7.1.23 of the 6th December 2021 Shareholder Agreement Matters requiring Consent of the Council be noted and commented on.