LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
MEETING HELD ON FRIDAY 20th JUNE 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
1. Minutes of Commission meeting held on 21st May 2003
1.1 These were agreed.
2. Matters Arising
2.1 Training for Commissioners
2.1.1 Information was still being awaited on the Annual Conference of the Welsh Local Government Association. It was noted that information and booking details for the Conference were to be issued in mid July 2003.
2.1.2 It was also noted that the Commission had been placed on Welsh Local Government Associations mailing list in respect of the Conference.
2.2 Information Technology Update
2.2.1 Whilst almost all issues in relation to the installation of the new office technology had been resolved, it was noted that the remaining outstanding issue was the connectivity speed between the Commission and its dedicated server in the Cathays Park Assembly complex.
2.2.2 It had been hoped that the connectivity problem could have been resolved by housing the server at Caradog House as the machines could communicate directly with the server without having to use the "high speed" link, though it was noted that action was still awaited on the part of the Assembly.
2.2.3 As the delay in addressing the connectivity issue was not only impacting of the work of the Commission, but also the Boundary Commission for Wales, it was agreed that the delays should be brought to the attention of Deputy Chair of that Commission, should he wish to pursue the issue with the Permanent Secretary.
2.3 Corporate Credit Card
2.3.1 It had been previously recommended to the Commission by the National Audit Office that to address an accounting problem with rail warrants, the Commission should acquire a corporate credit card.
2.3.2 It was noted that to assist in acquiring the most appropriate card, the Secretary had sought the advice of the Head of the Assembly's Financial Accountability Division.
2.3.3 It was noted that this advice had not, as yet, been received.
3. Review of the Boundaries between the County of Carmarthenshire and the County Borough of Neath Port Talbot in the area of Cwmllynfell - Meeting Update
3.1 The Chair felt that the previous evening's meeting had been a success and looked forward to receiving representations in respect of the review.
3.2 It was noted that for future meetings the use of a roving microphone might prove beneficial so that all speakers could be heard by all in attendance.
4. Review Of Part Of The Boundary Between The Communities Of Brackla And Coity Higher In The County Borough Of Bridgend
4.1 It was noted that legal advice had indicated that the legislation did not allow the Commission to conduct the proposed review without direction from the National Assembly for Wales or without the Unitary Authority first conducting a review and reporting its conclusions to the Commission.
4.2 It was agreed that Bridgend County Borough Council be informed of the advice and that the Commission advise the Council on proceeding with the Review where requested.
5. Review of the Boundaries between the Communities of Dyffryn Clydach and Blaenhonddan in the County Borough of Neath Port Talbot
5.1 It was noted that advice had been sought from the Commission in respect of the possibility of a community review being held in the Neath Port Talbot area in order to split a five ward community into two smaller communities.
5.2 It was also noted that only two communities in Neath Port Talbot met this criteria, one of which was Dyffryn Clydach.
5.3 It was agreed that clarification be sought from Neath Port Talbot County Borough Council as to the identity of the Community at the centre of their latest request before proceeding with the current review.
6. Request to Review the Boundaries between Ceredigion and Pembrokeshire in the area of the Communities of St. Dogmaels and Cilgerran
6.1 A request had been received on behalf of Cilgerran Community Council asking that the Commission consider conducting a review of the boundary between the counties of Ceredigion and Pembrokeshire in the area of the Communities of Cilgerran and St Dogmaels.
6.2 Following consideration of the evidence provided, it was agreed that a review of the boundary between Ceredigion and Pembrokeshire in the identified area should be timetabled into the Commission's programme once the local authorities had been consulted.
6.3 It was noted that a review in this area had been suggested in the Commission's final proposals for the Boundary between the County of Ceredigion and the County of Pembrokeshire in the area of the Community of St Dogmaels published in December 2001.
7. Draft Annual Report 2003-2003
7.1 Following minor drafting adjustments, it was agreed that the draft of the 2003 annual report be accepted.
8. Any Other Business
8.1 Annual Meeting 2003
8.1.1 It was noted that subject to plenary session commitments, the Minister for Finance, Local Government and Public Services, Mrs Sue Essex AM had agreed to address the Annual Meeting.
8.1.2 It was agreed that the annual meeting should be scheduled to start earlier than in previous years to allow Mrs Essex time to return to Cardiff, if she was required to do so.
8.2 Tender Exercise for provision of Legal Services
8.2.1 It was noted that following receipt of tenders from six bodies to provide legal services to the Commission, a tender board from the Secretariat had sat and had made a recommendation.
8.2.1 The meeting received the report of the tender board, and it was agreed that the recommendation of the tender board be accepted that the Treasury Solicitor be appointed to provide legal services to the Commission.
8.2.2 It was noted that as this was the first "joint" tender exercise between the Local Government Boundary Commission for Wales and the Boundary Commission for Wales, it was noted that the decision would have to be ratified by the other body.
9. Dates of Next Meetings
9.1 To be arranged on 3rd or 4th September during WLGA Conference in Cardiff.
9.2 Meeting at Mold on 7th October prior to AGM.
4/12/2003