To receive apologies for absence.

Apologies for absence have been received from Councillors Carter, Harvey, Kent and Potter.

Councillors Butler and Davies joined the meeting remotely, taking no part in the voting on any of the items for consideration.

To receive the minutes of the Joint Committee meeting held on 15^th March 2022.

RESOLVED:

That the Minutes of the meeting held on 15^th March 2022 be approved.

RESOLVED:

That the Minutes of the meeting held on 15^th March 2022 be approved.

To receive any question or petitions from the public, notice of which has been given in accordance with Procedure Rule 14.  The deadline for this meeting is 10.00 a.m. on 22^nd September 2022.

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 Joint Committee 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 Treasurer

Contact: James Walton (01743 258915)

RESOLVED:

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

2.         That the finalised Statement of Accounts 2021/22 be considered and signed by the Chairman and the Treasurer.

3.         That the Annual Governance Statement 2021/22 be considered.

Mr J. Walton, Treasurer (WME) presented the Statement of Accounts 2021/21 and the Annual Governance Statement 2021/22 for the West Mercia Energy Joint Committee (copy attached to the signed minutes). 

RESOLVED:

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

2.           That the finalised Statement of Accounts 2021/22 be considered and signed by the Chairman and the Treasurer.

3.           That the Annual Governance Statement 2021/22 be considered.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333 101 4424)

RESOLVED:

That the contents of the audit findings report presented by WR Partners be considered and endorsed, with appropriate comment

The Chairman welcomed External Auditor, John Fletcher, W R Partners to the meeting.  John Fletcher, introduced the Audit Findings Report 2021/22 and highlighted the key areas.  John Fletcher, thanked Nigel Evans, Jo Pugh and the finance team at West Mercia Energy for their cooperation and assistance during the audit.

There were no matters outstanding and the report could be signed off in accordance with the agreed plan.

Two risks were highlighted, Fraud Management – Override of Controls and Fraud – Revenue Recognition.  John Fletcher explained that both of these were required to be significant risks as dictated by the National Standards of Auditing.  WME had a thorough suite of internal controls in place, however in any organisations these could be overridden.  All of the work in this area had been completed with no findings to report.   

RESOLVED:

That the contents of the audit findings report presented by WR Partners be considered and endorsed, with appropriate comment

Report of the Audit Services Manger

Contract: Ceri Pilawski (01743 257739)

RESOLVED:

1.     That the performanceagainst the AuditPlan for the year ended 31 March 2022 be endorsed.

2.     That the systemof governance, risk managementandinternal controlis operatingeffectivelyand canberelied upon when consideringthe AnnualGovernanceStatementfor2021/22.

3.     That the Head of Audit’ssubstantialyear end opiniononWest Mercia Energy’s governance, risk managementandinternal control environmentfor2021/22 based onthe work undertaken and managementresponses received be endorsed.

Pete Chadderton, Internal Audit presented the report which provided a summary of Internal Audit’s work for 2021/22. It was confirmed that based on the controls evidenced across all areas examined, the Head of Audit’s year end opinion on the Company’s internal control environment was substantial.

RESOLVED:

1.           That the performanceagainst the AuditPlan for the year ended 31 March 2022 be endorsed.

2.           That the systemof governance, risk managementandinternal controlis operatingeffectivelyand canberelied upon when consideringthe AnnualGovernanceStatementfor2021/22.

3.           That the Head of Audit’ssubstantialyear end opiniononWest Mercia Energy’s governance, risk managementandinternal control environmentfor2021/22 based onthe work undertaken and managementresponses received be endorsed.

Report of Treasurer

Contact: James Walton (01743 258915)

RESOLVED:

That the retention of accumulated surplus of £0.890 million be approved.

That the distribution of accumulated surplus of £0.396 million, in accordance with the provisions of the Joint Agreement be approved.

The Treasurer presented the report which recommended the level of distribution of surplus held on 31 March 2022 to the Member Authorities.(copy attached to the signed minutes).

RESOLVED:

1.           That the retention of accumulated surplus of £0.890 million be approved.

2.           That the distribution of accumulated surplus of £0.396 million, in accordance with the provisions of the Joint Agreement be approved.

Report of the Director of West Mercia Energy

Contact: Nigel Evans (0333 101 4353)

RESOLVED:

That the medium and high risks presented be considered and endorsed.

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

In response to a question, the Director explained that risks were greater in March, and commented that as WME progress through the financial year the risks reduce but then raise at the start of each financial year.

RESOLVED:

That the medium and high risks presented be considered and endorsed.

Report of the Director of West Mercia Energy

Contact: Nigel Evans (0333 101 4353)

RESOLVED:

That the updated WME Standing Orders be approved.

Nigel Evans, Director WME, presented the report (copy attached to the signed exempt minutes), which presented the updated WME Standing Orders for approval.  The WME Standing Orders had been reviewed with support from Legal and Procurement teams, Shropshire Council.  The key changes were highlighted. 

RESOLVED:

That the updated WME Standing Orders 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 15^th March 2022.

RESOLVED:

That the exempt minutes of the meeting held on 15^th March 2022 be approved.

RESOLVED:

That the exempt minutes of the meeting held on 15^th March 2022 be approved.

Report of the Director of West Mercia Energy

Contact: Nigel Evans (0333 101 4353)

RESOLVED:

That the recommendations contained within the exempt report be approved.

Nigel Evans, Director, WME presented an exempt report, providing an update on the Business Plan and Trading Performance to date 2022/23.

RESOLVED:

That the recommendations contained within the exempt report be approved.

Report of the Director of West Mercia Energy

Contact: Nigel Evans (0333 101 4353)

RESOLVED:

That the recommendations contained within the exempt report be approved.

Nigel Evans, Director, WME presented an exempt report, providing an update on the progress of WME in developing suitable support products and services for customers as they looked to achieve their net zero targets.

RESOLVED:

That the recommendations contained within the exempt report be approved.

To note the date of the next meeting.

It was noted that the next meeting would take place on Tuesday, 21^st March 2023.