To receive apologies for absence.

Apologies for absence were received from Councillors Graham Biggs and Dean Carroll

Councillor Peter Stoddard  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 26^th September 2023. 

RESOLVED:

That the Minutes of the West Mercia Energy Joint Committee held on 26^th September 2023 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 5.00 p.m. on Monday 18^th March 2024.

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.

There were no interests 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 the Director of West Mercia Energy.

Contact: Nigel Evans (0333 101 4424)

That the Joint Committee

a)    approve the draft audit plan for 2023/24 as presented by WR Partners attached at Appendix 1

b)    approve the commissioning of WR Partners to undertake the audit in accordance with the audit plan.

The Head of Finance and Billing introduced the report which set out the proposed external audit plan for 2023/24.

John  Fletcher, External Auditor took Members thought the report drawing their attention to the following points –

·         Materiality had been determined using the benchmark figures set out in the table on page 10 of the pack and that the levels had been set to ensure that sufficient audit work was carried out.

·         2 significant risks identified in the plan are standard to all audits and the Committee should be satisfied that there are controls in place.

A Member raised the risk of loss of key personnel and business continuity.  The External Auditor stated that this was considered as part of the “going concern” assumption.

RESOLVED:

That the Joint Committee

a)     approve the draft audit plan for 2023/24 as presented by WR Partners attached at Appendix 1

b)     approve the commissioning of WR Partners to undertake the audit in accordance with the audit plan.

Report of Internal Audit

Contract: Barry Hanson (07990 086409)

That the Committee endorse the performance to date against the 2023/24 Audit Plan as set out in the report.

The Auditor presented the report which provided an update on the work completed by Internal Audit against the approved Internal Audit Plan 2023/24.  She advised Members that all planned audit work for 2023/24 had been completed, and that reviews attracting good assurance were Finance, Debtors, Corporate Governance including Risk Management and Procurement and that the review of the IT Strategy attracted a reasonable assurance.

RESOLVED:

That the Committee endorse the performance to date against the 2023/24 Audit Plan as set out in the report.

Report of Internal Audit

Contract: Barry Hanson (07990 086409)

That the Committee endorse the proposed programme of audits for 2024/25.

The Auditor presented the report which set out the proposed programme of audit work for the year 2024/25. 

RESOLVED

That the Committee endorse the proposed programme of audits for 2024/25.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333 101 4424)

That the Joint Committee:

a)    approve the draft WME Transparency Statement for 2023/24

b)    delegate authority to the Director to finalise the WME Transparency Statement and publish it in accordance with section 54 of the Modern Slavery Act 2015.

The Director presented the report which set out the draft transparency statement which was required as part of the Anti-Slavery and Human Trafficking Policy.

RESOLVED

That the Joint Committee:

a)    approve the draft WME Transparency Statement for 2023/24

b)    delegate authority to the Director to finalise the WME Transparency Statement and publish it in accordance with section 54 of the Modern Slavery Act 2015.

Report of the Director of West Mercia Energy.

Contact: Nigel Evans (0333 101 4424)

That the Joint Committee

a)    approve the WME Risk Management Strategy attached at Appendix A

b)    accept the position as set out in the report.

The Director presented the report which set out the current Risk Management Strategy and risk register.  He advised Members that there was currently 1 risk assessed as high and 5 assessed as medium risk and that these were set out in paragraph 5.4 of the report.  He went on to say that since the last review 2 risks,  poor performance by a key supplier

leading to customer service issues including a) billing issues, b) information - pricing/budgets, and loss of key staff had been downgraded to low risk from medium.

In response to a question the Director confirmed that he felt that work done in restructuring the workforce and recruiting and training additional staff had addressed  concerns regarding the loss of key staff.

RESOLVED

That the Joint Committee

a)    approve the WME Risk Management Strategy attached at Appendix A

b)    accept the position as set out in the report.

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 26th September 2023.

RESOLVED:

That the Exempt Minutes of the West Mercia Energy Joint Committee held on 26^th September 2023 be approved as a correct record and signed by the Chairman

Exempt Report of the Director of West Mercia Energy

Contact: Nigel Evans (0333 101 4353)

That the recommendations contained within the exempt report be approved together with an additional recommendation.

The Director presented an exempt report for approval.

RESOLVED

That the recommendations contained within the exempt report be approved together with an additional recommendation.

To discuss and agree the date of the next meeting. 

The next meeting would take place in September 2024. Date to be confirmed.