To receive apologies for absence.

Apologies for absence were received from Councillors A. Hardman and J. Smith (Worcestershire), L. Carter and R. Overton (Telford and Wrekin) and D. Harlow (Herefordshire).

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

There were no named substitutes present.

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 27^th February 2017

Copy attached marked 4.

RESOLVED:

That the Minutes of the West Mercia Energy Joint Committee held on 27^th February 2017 be approved as a correct record and signed by the Chairman.

Report of the Treasurer.

Contact: James Walton (01743 258915)

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

2.      That the finalised Statement of Accounts 2016/17 be approved and signed by the Chairman and the Treasurer.

3.      That the Annual Governance Statement 2016/17 be approved.

Mr J. Walton, Treasurer (WME) presented the Letter of Representation, the Statement of Accounts 2016/17 and the Annual Governance Statement 2016/17 for the West Mercia Energy Joint Committee. 

For the benefit of new Joint Committee members, the Treasurer provided an explanation of the pension deficit, an update on the next valuation, the Shropshire County Pension Fund and how contributions were calculated. 

Members of the Joint Committee agreed that a longer term plan was needed to reduce the deficit as there was some concern that it may impact on WME.  It was agreed that each representative take these issues back to their respective Chief Executives requesting that they examine the area in more detail and to try to come up with a longer term solution.  In response, the Treasurer explained that WME mostly dealt with public sector who understood the accounting practices used. 

RESOLVED: 

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

2.           That the finalised Statement of Accounts 2016/17 be approved and signed by the Chairman and the Treasurer.

          3.           That the Annual Governance Statement 2016/17 be approved.

Report of the Treasurer.

Contact: James Walton (01743 258915)

1.      That the retention of accumulated surplus of £ 0.600 million be approved.

2.      That the distribution of accumulated surplus of £1.139 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 at 31 March 2017 to the Member Authorities.

The Director reported that future levels would fall slightly, however this was in line with expectations. 

RESOLVED:

1.      That the retention of accumulated surplus of £ 0.600 million be approved.

2.      That the distribution of accumulated surplus of £1.139 million, in accordance with the provisions of the Joint Agreement, 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 2016/17 be noted.

Mr R. Percival (External Auditor – Grant Thornton) presented the West Mercia Energy Joint Committee Audit Findings Report 2016/17 (copy attached to the signed minutes). 

The External Auditor informed the Joint Committee that the accounts had been delivered on time and to a very high standard.  The Director and his team were thanked for preparing well presented accounts.   Members’ attention was drawn to page 71 where one control issue was highlighted, however the issue was long standing and a reflection of the size of the organisation.

RESOLVED:

That the West Mercia Energy Joint Committee Audit Findings Report 2016/17 be noted.

Report of the Audit Services Manager.

Contact: Ceri Pilawski (01743 257739)

1.      That performanceagainst the AuditPlan for the year ended 31 March 2017 be endorsed.

2.      To note that the systemof governance, risk managementandinternal controlis operatingeffectivelyand canberelied upon when consideringthe AnnualGovernanceStatementfor2016/17.

3.      That the Head of Audit’spositiveyear end opiniononWest Mercia Energy’s governance, risk managementandinternal control environmentfor2016/17on the basisofthe work undertaken and managementresponses received be noted.

C. Pilawski, Audit Service Manager introduced Internal Audit Annual report 2016/17 (copy attached to the signed minutes).

         RESOLVED:

         1.            That performanceagainst the AuditPlan for the year ended 31 March 2017 be endorsed.

2.            To note that the systemof governance, risk managementandinternal controlis operatingeffectivelyand canberelied upon when consideringthe AnnualGovernanceStatementfor2016/17.

3.            That the Head of Audit’spositiveyear end opiniononWest Mercia Energy’s governance, risk managementandinternal control environmentfor2016/17on the basisofthe work undertaken and managementresponses received be noted.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333101 4353)

That the West Mercia Energy Anti-Slavery and Human Trafficking Policy be approved.

N. Evans, Director presented the WME Anti-Slavery and Human Trafficking Policy (copy attached to the signed minutes).

The Committee stressed the importance of the Policy and ensuring that the processes were embedded within the organisation. 

RESOLVED:

That the West Mercia Energy Anti-Slavery and Human Trafficking 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 27^th February 2017.

Contact: Emily Marshall (01743 257717)

RESOLVED: 

That the Exempt Minutes of the meeting held on 27^th February 2017 be approved as a correct record.

Exempt report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333101 4353)

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.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333101 4353)

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 (0333101 4353)

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 (0333101 4353)

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 confirm the dates of meetings of the WME Joint Committee for 2018.   

It was noted that the next meeting would take place on Monday, 26^th February 2018 at 10.00 a.m. at Shirehall, Shrewsbury.