LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
WEDNESDAY 3rd SEPTEMBER 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 20th June 2003
These were agreed
2. Matters Arising
2.1 Information Technology Update
2.1.1 It was noted that the server issue had still not been resolved. Whilst the work of this Commission had not been overly impaired, this was due to the low number of map production currently required by it. Conversely, the work of the Boundary Commission for Wales (BCW) had been affected due to the slow transfer of data from the server to the respective printers.
2.1.2 It was understood that the current delay was that the Assembly was awaiting approval from the Landlord of Caradog House.
2.1.3 It was agreed that the possibility of a joint letter from the respective Chairs of both Commissions to those concerned should be investigated as the delay in transfer of the sever continues.
2.2 Corporate Credit Card
2.2.1 It was noted that the application for the Government Procurement Card had been made, and that the card was now awaited.
2.3 Review Of Part Of The Boundary Between The Communities Of Brackla And Coity Higher In The County Borough Of Bridgend
2.3.1 It was noted that the Commission were still awaiting a decision as to whether directions would be issued requesting it to conduct the review in the area of the Communities of Brackla and Coity Higher.
2.3.2 It was agreed that certain issues had been raised by the Brackla/Coity Higher review request, and it was also agreed that a more simplified system as to when the Commission could conduct a review where a County indicated that they did not have the resources to do so.
2.3.3 It was agreed that these issues should be raised with the Minister for Finance, Local Government and Public Service when the Commissioners meet with her later in the year.
2.4 Tender for Legal Services
2.4.1 It was noted that the BCW had ratified the joint contract for the provision of legal services.
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 Following the consideration of all the representations received, and the facts contained within, including a verbal report of a telephone conversation between the Chair and Councillor Elwyn Williams, it was agreed that the Commission adopt the Cwmllynfell Community Council recommendation in its final proposals to unite the communities of Cwmllynfell and Quarter Bach within County of Carmarthenshire.
3.2 Given the response received from residents in the area, the exercise of writing to all householders in the review area was agreed to have been a success.
3.3 In respect of Brynmorgan Villas, it was noted that an objection had been received from Ystradgynlais Town Council to moving the property into their area. It was noted that the objection from the Town Council contained no reasons on the ground of convenient and effective local government for the objection.
3.4 This being the case, and subject to no firm reasons being received from the Council, it was agreed that the drafting of the final report should proceed, containing the transfer of the property.
4. Review of the Boundaries between the Communities of Dyffryn Clydach and Blaenhonddan in the County Borough of Neath Port Talbot
4.1 Following advice received, it was agreed that directions be sought from the National Assembly for Wales before proceeding further with this review.
5. Request to Review the Boundaries between Ceredigion and Pembrokeshire in the Communities of St. Dogmaels and Cilgerran
5.1 It was noted that consultation with the respective authorities in respect of the proposed review had been completed.
5.2 It was agreed that the proposed review be timetabled into the Commission's programme following consideration of the correspondence received from the Authorities and the Commission's recommendations within its final proposals for the review of the boundary between the County of Ceredigion and the County of Pembrokeshire in the area of the Community of St Dogmaels.
6. Letter from Eirwen E Thomas requesting review of the Electoral Divisions at Llanedi Village, Pontardulais
6.1 The letter was noted. It was agreed that the letter be forwarded to Carmarthenshire County Council for action.
7. Budget Report - 1st Quarter 2003/04
7.1 The report was noted.
8. Any Other Business
8.1 Meeting with Minister for Finance, Local Government and Public Services
8.1.1 It was noted that the annual meeting with the Minister was approaching.
8.1.2 It was agreed that topics raised should include community review directions process and the Ministers thoughts on the future of Local Government and any actions the Ms Essex may wish to take over the next year or so
8.1.3 It was agreed that a request be made for the meeting to be held on a date after the Commission's Annual Meeting.
8.2 Presentation to the Local Government and Public Services
8.2.1 It was noted that the annual presentation to the Local Government & Public Services Committee would shortly be arranged.
8.3 Digitised Mapping Tender
8.3.1 It was noted that the Commission had recently conducted a tender exercise for digital mapping services in respect of the digitising of community ward boundaries in the areas of the current Cwmllynfell Review.
8.3.2 It was noted that the exercise had provided to be useful in helping to ascertain the costs in respect of digitising community ward boundaries ahead of the proposed all Wales exercise.
8.3.3 It was noted that the contract, on this occasion, had been awarded to Global Mapping Systems Ltd.
8.4 Annual Meeting
8.4.1 The arrangements for the Commission's upcoming Annual Meeting were noted.
8.4.2 In respect of the 2004 annual meeting, it was agreed that unless there was an unforeseen increase in the Commission's workload in the coming year, then any meeting should be planned on a smaller scale and setting.
9. Date of Next Meeting
9.1 The next meeting of the Commission has been arranged to be held at the Beaufort Park Hotel, Mold on 7th October prior to AGM, commencing at 6pm.
19/3/2004