To receive apologies for absence.

Due to technical difficulties, the Chairman was unable to join the meeting for this item, therefore, the Vice-Chairman presided as Chairman for the following items.

There were no formal apologies for absence, however it was noted that Councillors Davies and Harvey (Herefordshire Council) were experiencing technical difficulties that were preventing them from joining the virtual meeting.  The Committee Officer reported that Shropshire Council’s IT Team were assisting both Councillors to join and participate in the meeting.  The Committee agreed that, as the meeting was quorate, in accordance with the Joint Committee’s Terms of Reference, to proceed with consideration of the items of business on the agenda. 

To receive the minutes of the Joint Committee meeting held on 25^th February 2020.

That the Minutes of the West Mercia Energy Joint Committee held on 25^th February 2020 be approved as a correct record and signed by the Chairman. 

RESOLVED:

That the Minutes of the West Mercia Energy Joint Committee held on 25^th February 2020 be approved as a correct record and signed by the Chairman. 

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 Friday, 25^th September 2020.

There were none.

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.

There were none.

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

That the update on supplier contracts be noted.

The Director provided an update on supplier contracts in accordance with Standing Orders, reporting that there had been one entry since the last meeting, relating to the supply of bulk Liquified Petroleum Gas (LPG), contract let in accordance with Standing Order 3.2.3.  Supplier is Calor Gas, the current contract arrangements have been maintained as it would not be cost effective for schools to replace tanks around schools.

RESOLVED:

That the update on supplier contracts be noted.

Report of the Treasurer.

Contact: James Walton (01743 258915)

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 2019/20, to be signed by the Chairman and the Treasurer be considered.

3.      That the Annual Governance Statement 2019/20 be considered.

Mr J. Walton, Treasurer (WME) presented the Letter of Representation, the Statement of Accounts 2019/20 and the Annual Governance Statement 2019/20 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 2019/20, to be signed by the Chairman and the Treasurer be considered.

          3.           That the Annual Governance Statement 2019/20 be considered.

Report of the External Auditor.

Contact: Richard Percival (0121 212 4000)

That the contents of the West Mercia Energy Joint Committee Audit Findings Report 2019/20 be considered and endorsed.

Due to technical difficulties, the External Audit representative had been unable to join the virtual meeting.  The Director of West Mercia Energy presented the report to the Committee.  (Copy attached to the signed minutes). 

The Committee were pleased to consider the report and note the unqualified opinion. 

RESOLVED:

That the contents of the West Mercia Energy Joint Committee Audit Findings Report 2019/20 be considered and endorsed.

Report of the Audit Services Manager.

Contact: Ceri Pilawski (01743 257739)

1.      That performanceagainst the AuditPlan for the year ended 31 March 2020 be endorsed.

2.      To note that the systemof governance, risk managementandinternal controlis operatingeffectivelyand canberelied upon when consideringthe AnnualGovernanceStatementfor2019/20.

3.      That the Head of Audit’spositiveyear end opiniononWest Mercia Energy’s governance, risk managementandinternal control environmentfor2019/20based on the work undertaken and managementresponses received, be noted.

P. Chadderton, Principal Auditor, Shropshire Council, introduced Internal Audit Annual report 2019/20 (copy attached to the signed minutes)

RESOLVED:

         1.            That performanceagainst the AuditPlan for the year ended 31 March 2020 be endorsed.

         2.            To note that the systemof governance, risk managementandinternal controlis operatingeffectivelyand canberelied upon when consideringthe AnnualGovernanceStatementfor2019/20.

         3.            That the Head of Audit’spositiveyear end opiniononWest Mercia Energy’s governance, risk managementandinternal control environmentfor2019/20based on the work undertaken and managementresponses received, be noted.

Report of the Treasurer.

Contact: James Walton (01743 258915)

1.      That the retention of accumulated surplus of £0.633 million be approved.

2.      That the distribution of accumulated surplus of £1.111 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 2020 to the Member Authorities (copy attached to the signed minutes).

          RESOLVED:

          1.           That the retention of accumulated surplus of £0.633 million be approved.

          2.           That the distribution of accumulated surplus of £1.111 million, in accordance with the provisions of the Joint Agreement, be approved.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333101 4353)

That the medium and high risks presented be noted.

Members made reference to the rapidly changing situation arising from the Covid-19 pandemic and asked the Director to report back if any of the risks changed substantially.  

RESOLVED:

That the medium and high risks presented 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 25^th February 2020.

That the Exempt Minutes of the West Mercia Energy Joint Committee held on 25^th February 2020 be approved as a correct record and signed by the Chairman

That the Exempt Minutes of the West Mercia Energy Joint Committee held on 25^th February 2020 be approved as a correct record and signed by the Chairman

Exempt Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333101 4353)

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 2020/21.

RESOLVED:

That the recommendations 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 updated West Mercia Energy, Energy Governance, Accountability, Risk and Reporting Policy for approval.

RESOLVED:

That the recommendation contained within the exempt report be approved.

The next meeting of the West Mercia Energy Joint Committee will be held on Tuesday, 2^nd March 2021 at 10.00 a.m.

It was noted that the next meeting of the West Mercia Energy Joint Committee would take place on Tuesday, 2^nd March 2021.