To elect a Chairman of the West Mercia Energy Joint Committee for the ensuing year. 

Given the uncertainty arising from the local council elections in May it was agreed that the current Chairman would be re-elected for the ensuing year.

RESOLVED:

That Councillor Phillip Price be elected Chairman of the West Mercia Energy Joint Committee for the ensuing year.

To receive apologies for absence.

Apologies for absence were received from Councillors Lee Carter (Telford and Wrekin) and David Harlow (Herefordshire). 

James McLarnon reported apologies from Richard Percival (Grant Thornton) and Sean Pearce reported apologies from Mark Saunders (Worcestershire Council).

To appoint a Vice-Chairman of the West Mercia Energy Joint Committee for the ensuing year.

RESOLVED:

That the appointment of a Vice-Chairman be confirmed after the elections.

To receive the minutes of the Joint Committee meeting held on 26^th September 2016.

Copy attached marked 4.

RESOLVED:

That the Minutes of the West Mercia Energy Joint Committee held on 26^th September 2016 be approved as a correct record.

To receive any public questions or petitions from the public, notice of which has been given in accordance with Procedure Rule 14.  The deadline for this meeting is 5 p.m. on Wednesday, 22^nd February 2017.

There were no public questions or petitions received.

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.

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 on one item relating to the gas tender, under Standing Order 5.3 post tender negotiations had been entered into with Total Gas & Power to try to clarify certain aspects of their bid and to achieve further cost savings.

RESOLVED:

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

Report of the External Auditor.

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

That the Audit Plan 2016/17 be endorsed.

Mr James McLarnon (External Auditor – Grant Thornton) presented the West Mercia Energy Joint Committee Audit Plan 2016/17 (copy attached to the signed minutes). 

RESOLVED:

That the External Audit Annual Audit Letter 2014/15 be endorsed. 

That the Audit Plan 2016/17 be endorsed.

Report of the External Auditor is attached, marked 9.

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

That the External Audit Informing the Audit Risk 2016/17 be noted and the management responses contained within the report are consistent with the understanding of the West Mercia Energy Joint Committee with no further comments to make.

Mr James McLarnon (External Auditor – Grant Thornton) presented the Informing the Audit Risk Assessment for the year ended 31 March 2017 for West Mercia Energy Joint Committee (copy attached to the signed minutes). 

RESOLVED:

That the External Audit Informing the Audit Risk 2016/17 be noted and the management responses contained within the report are consistent with the understanding of the West Mercia Energy Joint Committee with no further comments to make.

The reports of the Audit Services Manager.

Appendix A – Creditors

Appendix B – Debtors

Appendix C – Finance

Appendix D – Corporate Governance

Appendix E – IT Controls

Appendix F – Payroll

Appendix G – Risk Management

Contact: Ceri Pilawski (01743 257739)

That the performance to date against the 2016/17 Audit Plan be endorsed.

C. Pilawski, Head of Audit introduced Internal Audit Performance Report to February 2017 (copy attached to the signed minutes).  The Head of Audit confirmed that there were no significant or fundamental recommendations to report.

RESOLVED:

That the performance to date against the 2016/17 Audit Plan be endorsed.

Report of the Audit Services Manager.

Contact: Ceri Pilawski (01743 257739)

That the proposed programme of audits for 2017/18 be endorsed.

C. Pilawski, Head of Audit introduced Internal Audit Strategic Plan 2017/18 (copy attached to the signed minutes). 

RESOLVED:

That the proposed programme of audits for 2017/18 be endorsed.

Report of the Audit Services Manager.

Contact: Ceri Pilawski (01743 257739)

That the information set out in the report be noted.

C. Pilawski, Head of Audit presented her report which provided an update on the Internal Audit Quality Assurance Improvement Programme External Assessment.  (copy attached to the signed minutes). 

   RESOLVED:

That the information set out in the report be noted.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231 101)

1.         That the updated WME Financial Regulations be approved.

2.         That the update to the EGARRP Policy, to ensure consistency with paragraphs 55 – 57 of the updated Financial Regulations (relating to the EGARRP Policy), be approved.

Mr Nigel Evans (Director – WME) presented the updated Financial Regulations for approval.

RESOLVED:

1.           That the updated WME Financial Regulations be approved.

2.           That the update to the EGARRP Policy, to ensure consistency with paragraphs 55 – 57 of the updated Financial Regulations (relating to the EGARRP Policy), be approved.

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 26^th September 2016.

Contact: Emily Marshall (01743 257717)

RESOLVED: 

That the Exempt Minutes of the meeting held on 26^th September 2016 be approved as a correct record.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (01743 231101)

That the recommendations 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 West Mercia Energy Annual Business Plan and Budget 2016/17.

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 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 recommendations 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 recommendations contained within the exempt report be approved.

The next meeting of the West Mercia Energy Joint Committee will be held on Monday 25^th September 2017 at 10.00 a.m. in the Wilfred Owen Room, Shirehall, Shrewsbury.                                                   

It was noted that the next meeting would take place on Monday, 25^th September 2017 at 10.00 a.m. in the Shrewsbury Room, Shirehall, Shrewsbury