To elect a Chairman for the ensuing year.

That Councillor Peter Stoddart be elected Chairman for the ensuing year.

RESOLVED: That Councillor Peter Stoddart be elected Chairman for the ensuing year.

To receive apologies for absence.

Apologies for absence were received from Councillors Graham Biggs, Adam Kent and David Ross.

To appoint a Vice-Chairman for the ensuing year.

That Councillor Zona Hannington be appointed Vice-Chairman for the ensuing year.

RESOLVED:That Councillor Zona Hannington be appointed Vice-Chairman for the ensuing year.

To receive the minutes of the Joint Committee meeting held on Friday 20^th September 2024.

Conact: Shelley Davies

RESOLVED: That the Minutes of the West Mercia Energy Joint Committee held on 20th September 2024 be approved as a correct record. 

To receive any questions from the public, notice of which has been given in accordance with Procedure Rule 14.  The deadline for this meeting is 12.00 p.m. on Monday 10^th March 2025.

No public questions had been received.

Members are reminded that they must declare their disclosable pecuniary interests and other registrable or non-registrable interests in any matter being considered at the meeting as set out in Appendix B of the Members’ Code of Conduct and consider if they should leave the room prior to the item being considered. Further advice can be sought from the Monitoring Officer in advance of the meeting.

None declared.

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

The Director confirmed that there were no entries to report.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans

That the Joint Committee

1.             approve the draft audit plan for 2024/25 as presented by WR Partners attached at Appendix 1.

2.             approve the commissioning of WR Partners to undertake the audit in accordance with the audit plan.

Jo Pugh, Head of Finance and Billing introduced the report which set out the proposed external audit plan for 2024/25.

Alex Riley, External Auditor provided an overview of the audit plan noting the scope of the audit to be undertaken, the identified risks and audit responses to these and outlined materiality levels.

In response to a question regarding potential penalties if WME was unable to supply energy due to global issues, the Director explained that he would need to check specific contract details but it was typical for clauses to be included for matters such as this and therefore penalties would not apply if the inability to supply was due to widespread issues beyond their control.

RESOLVED:  

That the Joint Committee

1.  approve the draft audit plan for 2024/25 as presented by WR Partners attached at Appendix 1.

2.  approve the commissioning of WR Partners to undertake the audit in accordance with the audit plan.

Report of the Head of Policy and Governance

Contact: Barry Hanson

That the Committee endorse the performance to date against the 2024/25 Audit Plan as set out in the report.

Adam Williams, Principal Auditor presented the report, which outlined the Internal Audit Performance reports to March 2025. He reported that all planned audit work for 2024/25 had been completed and that all reviews had received a ‘Good’ assurance opinion, which was the highest assurance level offered.

RESOLVED: That the Committee endorse the performance to date against the 2024/25 Audit Plan as set out in the report.

Report of the Head of Policy and Governance

Contact: Barry Hanson

That the Committee endorse the proposed programme of audits for 2025/26.

Adam Williams, Principal Auditor presented the report, which outlined the Internal Audit Strategic Plan 2025/26.

RESOLVED: That the Committee endorse the proposed programme of audits for 2025/26.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans

That the Joint Committee:

a)       approve the draft WME Transparency Statement for 2024/25

b)       delegate authority to the Director to finalise the WME Transparency Statement and publish it in accordance with section 54 of the Modern Slavery Act 2015.

The Director presented the Anti-Slavery and Human Trafficking Statement Transparency Statement for 2024/25 for approval.

RESOLVED: That the Joint Committee:

a)approve the draft WME Transparency Statement for 2024/25

b)delegate authority to the Director to finalise the WME Transparency Statement and publish it in accordance with section 54 of the Modern Slavery Act 2015.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans

That the Joint Committee

a)       approve the WME Risk Management Strategy attached at Appendix A

b)       accept the position as set out in the report.

The Director presented a report which provided a review of the WME Risk Management Strategy. It was explained that the risk register was formally reviewed twice a year and there were currently 71 risks identified which were mostly operational and mitigated by controls in place. The Director noted that 2 risks remained at a medium level and 2 had been downgraded from medium to low.

A question was raised in relation to Local Government Devolution and the potential impact on member authorities and whether this should be included on the risk register. In response the Director advised that the impact of devolution had been covered in the business plan. The Treasurer added that the joint agreement in place between the four owning authorities would need to be reviewed to accommodate any changes in membership due to devolution.

RESOLVED: That the Joint Committee

a)approve the WME Risk Management Strategy attached at Appendix A

b)accept the position as set out in the report.

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 approve the exempt Minutes of the meeting held on 20^th September 2024.

Contact: Shelley Davies

RESOLVED: That the Exempt Minutes of the West Mercia Energy Joint Committee held on 20th September 2024 be approved as a correct record.

Exempt Report of the Director of West Mercia Energy

Contact: Nigel Evans

That the recommendations contained within the exempt report be approved.

The Director presented an exempt report for approval. 

RESOLVED: That the recommendations contained within the exempt report be approved.

To discuss and agree the date of the next meeting.

The next meeting would take place in September 2025. Date to be confirmed.