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
1.1 These were agreed.
2.1.1 It was noted that the previous minutes should have referred to the Welsh Local Government Association’s Annual Conference on 3rd and 4th September 2003, which the Commissioners have agreed to attend.
2.1.2 It was agreed that a Commission meeting should be scheduled around the dates of this Conference.
2.1.2 It was also noted that there were two conferences for the respective Town and Communities Associations in Wales which may be of interest for the Commissioners to attend, though as these bodies may be merging shortly, arrangements for their conferences may change.
2.2.1 It was noted that whilst the new computer system had been installed, some problems such as the inability to download photographs from digital camera still existed. It was reported that these issues were being addressed.
2.2.2 It was noted that another outstanding issue was the transfer of the Commission Server to Caradog House, which would alleviate communication delays to desktops. A visit from the Assembly’s Accommodation branch was awaited to assess remedial work, which would be required before they could apply to the Caradog House Landlord for permission to carry out the work. As yet, no timetable had been received by the Commission.
2.2.3 Once the remedial work had been completed, then the server could be transferred to Caradog House.
2.3.1 It was noted that the final proposals report was currently with the printers and would be published by the end of May 2003.
2.4.1 Concern was raised over the time being taken to initiate this review. It was understood that it had been previously agreed that a period of 4 months was allowed to conduct a Community review. It was agreed that the Secretariat would report back if this timescale was correct. The Secretariat had timetabled the review to commence in July 2003 to avoid conflict with other LGBC projects and Parliamentary work currently being performed by the Secretariat.
2.4.2 It was noted that a site visit had been conducted on 19 May 2003 to the area in question.
2.5.1 Following initial queries made to local authorities by the Commission in respect of any data the authorities may hold, it was noted that only five of the twenty two authorities had responded.
2.5.2 It was agreed that the authorities should be written to again, and that the assistance of the Welsh Local Government Association be sought in ascertaining the level of data held by authorities and their support for updating the data once centrally acquired.
2.5.3 It was agreed that the Secretary should seek to contact the Chief Executive of the Welsh Local Government Association for their assistance in acquiring the information and support.
2.5.4 Once the information had been received from the Councils, a business case would be put to the Assembly Government for funding for contractors to conduct the collection of the data. The contractors would be appointed following a tender exercise.
3.1 It was confirmed that the meeting being arranged for 19th June 2003 was for the benefit of residents of the local communities. The meeting would be to inform the local residents of the current choices of proposals and to take questions about these proposals.
3.2It was agreed that the Commissioners would be available to meet community councils and principal authorities during the afternoon of the 19th June 2003. Letters would be issued to these bodies to invite them to attend in the afternoon.
3.3 It was noted that the current exercise of sending letters to all residents was an experiment to address previous criticism from residents who claimed to be unaware of the review. It was also noted that the Cwmllynfell Millennium Hall had been booked to hold the event.
4.1It was noted that Neath Port Talbot County Borough Council had agreed to supply plans of the area that is being developed next to the proposed new community Boundary. The plans were expected by 23rd May 2003.
4.2 It was agreed to review the situation once the plans had been received.
5.1 It was agreed to accept the Annual Report for the Commission’s Welsh Language Scheme. The report would now be translated before being submitted to the Welsh Language Board for approval.
6.1.1 Following advice from the company which supplies the Commission with advance rail tickets that current expenditure does not warrant a credit facility with the firm, the National Audit Office advised that it may be prudent for the Commission to obtain a corporate credit card for the purpose of purchasing rail warrants and other travel tickets.
6.1.2It was agreed that advice should be sought from the Finance Accountability Division of the Assembly on their best practice in respect of the use of corporate credit cards and the implications for risk management.
6.2.1 The meeting discussed issues related to the late receipt of invoices and other issues related to the Siemens contract.
6.2.2 It was noted that the National Audit Office had approved the payment of an invoice provided as a photocopy as it had been evidence that the Commission had not received the original.
6.2.3 It was noted that approval would be sought from the Assembly for small virements between capital and programme budgets.
6.2.4 The paper was agreed.
6.3.1 It was noted that advice had been received from the National Audit Office that it would be sensible for the Local Government Boundary Commission for Wales to share contracts with the (Parliamentary) Boundary Commission for Wales as they shared the same Secretariat.
6.3.2 It was agreed that a memorandum of agreement should be drawn up to formalise this agreement, and should be signed by the Chair of the LGBCW and the Deputy Chair of the BCW. This agreement would assist in providing an audit trail should such contracts come under critical scrutiny.
6.3.2 The first contract, which would fall under this agreement, would be the Legal Services Contract that was currently out to tender.
6.3.3 It was noted that as it would have been inappropriate for the tender documents to have been checked by our current legal services contractors, the Assembly’s Compliance Office had approved them.
6.4.1 It was noted that the Assembly had requested that the Commission should consult Local Health Boards in respect of future boundary review exercises as the Boards administrative areas covered the same boundaries as Unitary Authorities.
6.4.2It was agreed that the Local Health Boards be put on the Commission’s reviews distribution list.
6.5.1 It was agreed to invite the new Assembly Minister responsible for Finance, Local Government and Public Services to address the 2003 Annual Meeting.
6.5.2 If the Minister agreed to address the meeting, it was agreed that the start time of the meeting should be brought forward to allow the Minister to attend that afternoon’s Assembly plenary session.
6.6.1 It was noted that the review of the boundary in the area of the community of Brackla would commence in June 2003.
7.1 The next meeting would be held on Friday 20th June 2003. The meeting would commence following the completion of that day’s scheduled Audit Committee.
4/12/2003