To receive apologies for absence.

Apologies for absence were received from Councillor Adrian Hardman (Worcestershire), Graham Powell (Herefordshire), Phillip Price (Herefordshire) and Arnold England (Telford and Wrekin).

To receive details of any Member nominated to attend the meeting in place of another Member.

Councillor Paul Rone was in attendance as a substitute for Philip Price (Herefordshire).

Members are reminded that they must not participate in the discussion or voting on any matter in which they have a Disclosable Pecuniary Interest and should leave the room prior to the commencement of the debate.

Members were reminded that they must not participate in the discussion or voting on any matter in which they had a Disclosable Pecuniary Interest and should leave the room prior to the commencement of the debate.

To receive the minutes of the Joint Committee meeting held on 16^th February 2015.

Copy attached marked 4.

An amendment to the Minutes was reported.  Councillor P. Price was the representative from Herefordshire Council not Worcestershire as stated at minute number 2. 

RESOLVED:

That the Minutes of the West Mercia Energy Joint Committee held on 16^th February 2015 be approved as a correct record, subject to the above amendment.

The Director of West Mercia Energy will provide a verbal update in line with the West Mercia Energy Standing Orders.

That the update on supplier contracts by the Director of West Mercia Energy be noted.

In accordance with Standing Orders, the Director of West Mercia Energy provided an update on Supplier Contracts.

He reported that with regards to the energy consultancy services contract, it had not been appropriate to go to market and so the current contract would be renewed in accordance with Standing Order 3.2(iii) with the Flexible Energy Management Panel being supportive of this approach.

In respect of the liquefied petroleum gas contract Standing Order 5.3 was being utilised to allow for post tender negotiations

RESOLVED:

That the update on supplier contracts by the Director of West Mercia Energy be noted.

The report of the Treasurer is attached, marked 6

Contact – James Walton (01743 255001)

1.    That the Treasurer’s Letter of Representation be noted and signed by the Chairman.

2.    That the 2014/15 Statement of Accounts be approved and signed by the Chairman (in accordance with the requirements of the Accounts and Audit Regulations 2011).

3.    That the Annual Governance Statement 2014/15 be approved.

The Treasurer presented the report Letter of Representation, the Statement of Accounts 2014/15 and the Annual Governance Statement 2014/15 for the West Mercia Energy Joint Committee (Copy attached to the signed minutes). 

The Treasurer confirmed that there were no major issues to report and in response to a question, he explained how the pension deficit was addressed within the Business Plan, adding that there had been no concerns in this area and the next valuation was due in 2016.

RESOLVED:

1.    That the Treasurer’s Letter of Representation be noted and signed by the Chairman.

2.    That the 2014/15 Statement of Accounts be approved and signed by the Chairman (in accordance with the requirements of the Accounts and Audit Regulations 2011).

3.    That the Annual Governance Statement 2014/15 be approved.

Report of the External Auditor is attached, marked 7.

Contact: Andrew Davies (0121 212 4000)

That the West Mercia Energy Joint Committee Audit Findings Report 2014/15 be noted.

Mr A. Davies (External Auditor – Grant Thornton) presented the West Mercia Energy Joint Committee Audit Findings Report 2014/15 (copy attached to the signed minutes).  Mr Davies expressed his appreciation for the assistance provided by the Director and his team during the audit process.

RESOLVED:

That the West Mercia Energy Joint Committee Audit Findings Report 2014/15 be noted.

The reports of the Audit Services Manager are attached, marked 8

8a – 2014/15 Year End Report

8b – Procurement

8c – Finance

8d – Debtors

Contact: Ceri Pilawski (01743 252027)

1.    That the Internal Audit Annual Report 2014/15 be noted. 

2.    That the Internal Audit Report – Procurement 2015/16 be noted.

3.    That the Internal Audit Report – Finance 2015/16 be noted.

4.    That the Internal Audit Report – Debtors 2015/16 be noted.

The Audit Services Manager presented the 2014/15 Annual Report and the Internal Audit update reports for Procurement, Finance and Debtors for 2014/15 (copies attached to the signed minutes).

RESOLVED:

1.               That the Internal Audit Annual Report 2014/15 be noted. 

2.               That the Internal Audit Report – Procurement 2015/16 be noted.

3.               That the Internal Audit Report – Finance 2015/16 be noted.

4.               That the Internal Audit Report – Debtors 2015/16 be noted.

To consider a resolution under Section 100 (A) of the Local Government Act 1972 that the proceedings in relation to the following items shall not be conducted in public on the grounds that they involve the likely disclosure of exempt information as defined by the provisions of Schedule 12A of the Act.

RESOLVED:

That under Section 100(A)(A4) of the Local Government Act 1972, the public be excluded during the consideration of the following items of business on the grounds that they might involve the likely disclosure of exempt information as defined in Schedule 12(A) of the Act.

To receive the Exempt Minutes of the meeting held on 16^th February 2015 attached, marked 10.

Contact: Emily Marshall (01743 257717)

RESOLVED: 

That the Exempt Minutes of the meeting held on 16^th February 2015 be approved as a correct record.

Exempt report of the Treasurer is attached, marked 11.

Contact: James Walton (01743 255001)

That the recommendations contained within the exempt report be approved.

The Treasurer presented an exempt report (copy attached to the signed exempt minutes), which recommended the level of distribution of surplus to the member authorities.

RESOLVED:

That the recommendations contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy is attached, marked 12

Contact: Nigel Evans (01743 231101)

Consideration of the exempt report was deferred until the next meeting. 

The Treasurer requested that consideration of the report be deferred until the next meeting and outlined the reasons for this.

RESOLVED:

That consideration of the exempt report be deferred until the next meeting. 

Exempt report of the Director of West Mercia Energy is attached, marked 13

Contact: Nigel Evans (01743 231101)  

Consideration of the exempt report was deferred until the next meeting.

The Treasurer requested that consideration of the report be deferred until the next meeting and outlined the reasons for this.

RESOLVED:

That consideration of the exempt report be deferred until the next meeting.

Exempt report of the Director of West Mercia Energy is attached, marked 14.

Contact: Nigel Evans (01743 231 101)

Consideration of the exempt report was deferred until the next meeting.

The Treasurer requested that consideration of the report be deferred until the next meeting and outlined the reasons for this.

RESOLVED:

That consideration of the exempt report be deferred until the next meeting.

Exempt report of the Director of West Mercia Energy is attached, marked 15.

Contact: Nigel Evans (01743 231 101)

That the recommendations contained within the exempt report be approved.

The Director of West Mercia Energy presented an exempt report (copy attached to the signed exempt minutes), which provided an update on Supplier and Customer Contracts for the forthcoming six month period.

RESOLVED:

That the recommendations contained within the exempt report be approved.

Exempt report of the Treasurer is attached, marked 16.

Contact: James Walton (01743 255001)

That the recommendations contained within the exempt report be approved.

The Treasurer presented an exempt report (copy attached to the signed exempt minutes), which informed members of changes to the statutory audit requirements for Joint Committees.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy is attached, marked 17

Contact: Nigel Evans (01743 231101)

That the recommendations contained within the exempt report be approved.

The Director of West Mercia Energy presented an exempt report (copy attached to the signed exempt minutes), which detailed the Business Plan and Trading Performance to date for 2015/16 together with the current predicted final result for the year.

RESOLVED:

That the recommendation contained within the exempt report by the Director be approved.

The Exempt minutes of the Flexible Energy Management Panel Meetings are attached, marked 18.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director of West Mercia Energy presented an exempt report (copy attached to the signed exempt minutes), which presented the Minutes of the Flexible Energy Management Panel meetings held on 8th January, 24^th February, 14^th April and 17^th June 2015.

RESOLVED:

That the recommendation contained within the exempt report by the Director be approved.

Exempt report of the Director of West Mercia Energy is attached, marked 19.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director of West Mercia Energy presented an exempt report (copy attached to the signed exempt minutes), which provided an update on risks in accordance with the West Mercia Energy Risk Management Strategy.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy is attached, marked 20

Contact: Nigel Evans ((01743 231101)

That the recommendation contained within the exempt report be approved.

The Director of West Mercia Energy presented an exempt report (copy attached to the signed exempt minutes), which presented to Members the updated Health and Safety Policy for West Mercia Energy.

RESOLVED:

That the recommendation contained within the exempt report be approved.

The Treasurer will provide a verbal update.

That the update on the West Mercia Energy Staff Terms and Conditions be noted.

The Treasurer provided an update on the West Mercia Energy Staff Terms and Conditions.

RESOLVED:

That the update on the West Mercia Energy Staff Terms and Conditions be noted.

To agree the dates of meetings for 2016.

Dates of meetings for 2016 would be circulated to members in due course.