LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES

MEETING HELD AT 10.30am ON MONDAY 17th MARCH 2003 AT CARADOG HOUSE, ST ANDREW’S PLACE, CARDIFF

Present:

Commission

Mrs Susan Smith (Chairman), Mr John Davies (Deputy Chairman), Mr Dennis Roberts (Member)

Secretariat

Mr Edward Lewis (Secretary), Mr Steve Halsall, Mr Clive Chapman, Mr Dave Carr

Welsh Assembly Government

Mr. Frank Cuthbert LGM2 (Agenda Item 1 only)

1. Mr. Frank Cuthbert Local Government Modernisation Division presentation

1.1 Mr. Cuthbert made a short presentation and took questions on local government structures in respect of respective council and cabinet formats within local authorities in Wales.

1.2 Mr. Cuthbert also took questions on community and community council issues, though he advised the meeting that it would be of more benefit to the Commission that they should invite Dr Ian Thomas of the Welsh Assembly Government’s Local Government Community Strategies Team to brief them on these issues. This was agreed.

1.3 The meeting thanked Mr. Cuthbert for his presentation.

2. Minutes of Commission meetings held on 31st January 2003

2.1 These were agreed.

3. Matters Arising

3.1 Computer Installation

3.1.1 It was noted that correspondence had been exchanged between the Commission and Permanent Secretary and Mr. Bryan Mitchell of the National Assembly for Wales in respect of the delays encountered in the final installation of the computers and software.

3.1.2 It was noted that the delay in resolving problems by the IT contractors were having an impact on the work of the Parliamentary Boundary Commission for Wales.

3.1.3 It was noted that the new equipment and software were scheduled to be in place by 21st March 2003.

4. Review of the Boundaries between the County Borough of Neath Port Talbot and the County of Powys in the area of Cwm-twrch – Final Proposals Report

4.1 It was noted that the establishment of a new boundary which would place the Gurnos Industrial Estate in the County of Powys and not within the area of Neath Port Talbot County Borough Council could in no way effect the ownership of the industrial estate.

4.2 It was confirmed that the Commission had no powers to change the ownership of land.

4.3 It was agreed that the Final Proposals should be issued as soon as practicable after the Assembly Elections.

5. Review of the Boundaries between the County of Carmarthenshire and the County Borough of Neath Port Talbot in the area of Cwmllynfell – Further Consultation

5.1 The meeting was presented with the various costs of the different methods of consultation.

5.2 After consideration, it was agreed that the Commission should write to all electors potentially affected by the proposals informing them of the Commission’s proposals, and inviting them to a public meeting so that the Commissioners could explain the proposals and options available.

5.3 It was agreed, that there should be a voting/comments form and pre-paid envelope, included with the letter.

5.4 It was confirmed that any such exercise should not be conducted until after the Assembly Elections.

6. Training Requirements for the Commission

6.1 The Commission considered various items which had been provided in respect of seminars to help inform the Commissioners of current issues within local government.

6.2 Following consideration, it was agreed that at least one Commissioner should attend the Conference of the Welsh Local Government Association in September 2003, as this appeared to be the most appropriate and relevant forum to attend.

7. Powys County Council Review of boundary between the communities of Brecon & Llanfrynach (Llanhamlach Ward)

7.1 The Commission noted the report submitted by Powys County Council in respect of the boundary between the communities of Brecon & Llanfrynach.

7.2 It was agreed that a Community Review in respect of the conclusions of this report should be timetabled into the Commission’s work programme.

8. Finance – Estimated Expenditure for 2002/03

8.1 A report giving estimated final expenditure for the year 2002/2003.

8.2 It was noted that the funds allocated for 2003/2004 were the same as 2002/2003 being an operating fund of £354,000.

9. Any Other Business

9.1 Inter-Commission Meeting

9.1.1 It was noted that the papers for the meeting were in the process of being finalised and the venue was confirmed as Board Room 2 of the Cardiff International Arena.

9.1.2 It was also noted that on the evening prior to the event, there would be a welcome dinner at the Jury’s Cardiff hotel where most delegates would be staying.

9.2 Meeting between the Assembly’s First Minister and the Chairs of Assembly Sponsored Public Bodies (ASPBs)

9.2.1 It was noted that the agenda for the meeting between the First Minister and ASPB Chairs had only been issued a day previous. It was agreed that concern over the late issue of the agenda should be raised with the First Minister’s Office.

9.2.2 The issues raised at the meeting with the First Minister for discussion were:

Assembly Sponsored Pubic Body Remit Letters
Review by the Assembly Principal Finance Officer of Assembly Sponsored Public Body Financial Issues
Assembly Sponsored Public Body “Team Wales” Branding Exercise
Assembly Sponsored Public Body arrangements during Assembly Election Campaign period.

9.2.3 In respect of the branding exercise, it was noted, that the Chair had informed the meeting with the First Minister that it would be inappropriate for the Commission to be “branded” as it was an independent body, and should be seen to be so.

9.3 Temporary Appointment

9.3.1 It was noted that the Chair had been temporarily appointed as the Independent Adjudicator for Local Authorities in Wales for a period of 6 months.

9.4 Legal Services

9.4.1 It was noted that following advice received from the Assembly, the Commission would shortly be going to tender for its legal services.

9.5 Community Ward Boundary Data

9.5.1 It was noted that there was no central store of electronic community ward boundary data. This data would be necessary for any future review of local authority electoral arrangements within Wales.

9.5.2 It was noted that the Commission had asked for advice from the Assembly who stated that the best placed organisation to gather and hold the data was the Commission itself.

9.5.3 It was noted that the Commission would require extra funding to collate the data via a consultancy contract. The Assembly advised that the Commission would need to present a business case to it before funding for the consultancy could be considered.

9.5.4 It was agreed that Local Authorities in Wales should be written to, to ascertain how much of this electronic data actually exists to calculate the extent to which any consultancy would need to research for the data.

9.5.5 It was agreed that in collecting data, agreement be sought with the Local Authorities for their co-operation in keeping the data regularly updated.

9.6 Dates of future meetings

9.6.1 It was agreed that meetings were to be held on 21st May 2003 (commencing 10.30am) and 20th June 2003 (commencing 10am with Audit Committee followed by main meeting).

9.6.2 The next scheduled meeting is 7th April 2003 commencing at 2pm at the Commission’s offices.

26/9/2003