To receive apologies for absence.

Apologies for absence were received from Councillors Steve Charmley (Shropshire Council), Lee Carter (Telford and Wrekin), Arnold England (Telford and Wrekin) and David Harlow (Herefordshire).

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

There were no named substitutes in attendance.

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 29^th February 2016.

Copy attached marked 4.

In response to a question, the Director confirmed that the suggestion to circulate minutes of the Flexible energy management panel as soon as they were finalised, as detailed on page 4 of the Minutes had been implemented.

RESOLVED:

That the Minutes of the West Mercia Energy Joint Committee held on 29^th February 2016 be approved as a correct record.

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

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

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

The Director reported that there was one entry on the register to make the Joint Committee aware of.  The entry related to the oil contract where under Standing Orders post tender negotiation had been conducted with the preferred bidder to clarify certain elements of their bid and to achieve cost savings.

RESOLVED:

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

Report of the Treasurer is attached.

Contact: James Walton (01743 258915)

1.         That the Letter or Representation be signed by the Chairman and submitted to the Treasurer.

2.         That the finalised Statement of Accounts 2015/16 be signed by the Chairman.

3.         That the Annual Governance Statement be approved.

Mr J. Walton, Treasurer (WME) presented the Letter of Representation, the Statement of Accounts 2015/16 and the Annual Governance Statement 2015/16 for the West Mercia Energy Joint Committee, commenting that overall he documents were in line with expectations.

In response to comments raised by Members, the Treasurer provided a brief explanation of the figures relating to the pensions deficit.  The Committee were satisfied with the explanation and felt reassured that the audit process also examined this area.

RESOLVED:

1.      That the Letter or Representation be signed by the Chairman and submitted by the Treasurer.

2.      That the finalised Statement of Accounts 2015/16 be signed by the Chairman and the Treasurer.

3.      That the Annual Governance Statement 2015/16 be approved.

Report of the External Auditor.

Contact: Richard Percival/James McLarnon (0121 212 4000)

That the West Mercia Energy Joint Committee Audit Findings Report 2015/16 be noted.

Mr R. Percival (External Auditor – Grant Thornton) presented the West Mercia Energy Joint Committee Audit Findings Report 2015/16 (copy attached to the signed minutes). 

The External Auditor informed the Joint Committee that the audit had been conducted in line with the Local Audit and Accountability Act 2014.  There were no significant issues to raise with the Joint Committee, the accounts were very well presented with no adjustments to be made.

RESOLVED:

That the West Mercia Energy Joint Committee Audit Findings Report 2015/16 be noted.

Report of the Audit Services Manager.

Contact: Ceri Pilawski (01743 257739)

1.         That Performance against the Audit Plan for the year ended 31 March 2016 be endorsed.

2.         To note that the system of governance, risk management and internal control is operating effectively and can be relied upon when considering the Annual Governance Statement for 2015/16.

3.         That the Audit Manager’s positive year end opinion on West Mercia Energy’s governance, risk management and internal control environment for 2015/16 on the basis of the work undertaken and management responses received be noted.  

C. Pilawski, Audit Service Manager introduced Internal Audit Annual report 2015/16 (copy attached to the signed minutes).

RESOLVED:

1.    That Performance against the Audit Plan for the year ended 31 March 2016 be endorsed.

2.    To note that the system of governance, risk management and internal control is operating effectively and can be relied upon when considering the Annual Governance Statement for 2015/16.

3.    That the Audit Service Manager’s positive year end opinion on West Mercia Energy’s governance, risk management and internal control environment for 2015/16 on the basis of the work undertaken and management responses received be noted. 

Report of the Audit Services Manager.

Contact: Ceri Pilawski (01743 257739)

That the report be noted.

C. Pilawski, Audit Service Manager (Shropshire Council) presented the Internal Audit Quality Assurance Improvement Programme (copy attached to the signed minutes)

RESOLVED:

That the report 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 approve the exempt minutes of the meeting held on 29^th February 2016.

Contact: Emily Marshall 01743 257717

RESOLVED: 

That the Exempt Minutes of the meeting held on 29^th February 2016 be approved as a correct record.

Exempt report of the Treasurer.

Contact: James Walton (01743 258915)

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 Member Authorities.

RESOLVED:

That the recommendations contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which provided an update on the revised provisions of the Joint Agreement between the West Mercia Energy member authorities.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved subject to further consultation with Herefordshire Council.

The Director presented an exempt report (copy attached to the signed exempt minutes), which presented updated Financial Regulations to the Committee for approval. The Director drew the Committee’s attention to some minor amendments to the Regulations. 

RESOLVED:

That the recommendation contained within the exempt report be approved subject to further consultation with Herefordshire Council.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which presented updated Standing Orders for approval.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which presented the Joint Committee Scheme of Delegation for approval.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which presented the updated West Mercia Energy Governance, Accountability, Risk and Reporting Policy for approval.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which presented an update on the West Mercia Energy Annual Business Plan and Budget 2016/17.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which presented the minutes of the Flexible Energy Management/Advisory Panel meetings that had been held since the last meeting of the Joint Committee.

RESOLVED:

That the recommendation contained within the exempt report be approved.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendation contained within the exempt report be approved.

The Director presented an exempt report (copy attached to the signed exempt minutes), which provided an update on risk management.

RESOLVED:

That the recommendation contained within the exempt report be approved.

To agree the dates of meetings of the West Mercia Energy Joint Committee for 2017.

It was noted that the next meeting would take place on Monday, 27^th February 2017 at 10.00 a.m. in the Shrewsbury Room, Shirehall, Shrewsbury