LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
THURSDAY 22nd JANUARY 2004 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 27th November 2003
1.1 Subject to minor amendments, these were agreed.
2. Matters Arising
2.1 There were no matters arising.
3. Review of the Boundaries between the County of Carmarthenshire and the County Borough of Neath Port Talbot in the area of Cwmllynfell - Draft Final Report
3.1 It was agreed that following suggested changes being made to the draft final report, the Commission was content to submit its recommendations to its legal advisers for comment.
3.2 Subject to no comment from the legal advisers, it is hoped that the Final Report can be issued by the end of March 2004.
4. Review of part of the Boundary between the Communities of Blaenhonddan and Dyffryn Clydach in the County Borough of Neath Port Talbot - letter to the Assembly (for information)
4.1 It was noted that the Assembly were awaiting legal advice before responding to the Commission's request for directions in respect of this proposed review.
5. Research Study into the Role, Functions and Future Potential of Community and Town Councils in Wales
5.1 The Commission had noted, with disappointment, that it had not been consulted on the document, at draft or final stage. The report had referred to the Commission and contained some fundamental errors when referring to the Commission's functions.
5.2 It was agreed to respond to the letter expressing the Commission's disappointment at its previous exclusion from the exercise, and highlight those areas where it was most useful for the Commission to comment
6. Reviews Timetable
6.1 It was agreed to adjust the timetable for some of the proposed reviews to take account of the Assembly's holding position while it awaited legal advice in respect of the proposed community reviews within Bridgend and Neath Port Talbot County Boroughs
7. Welsh Language Board Website Survey
7.1 The Commission welcomed the website survey, and agreed to reply to the Board detailing a plan to implement the recommendations received. Mr Davies and Mr Roberts agreed to check the Welsh language usage on the general website pages
8. Surplus IT equipment
8.1 It was noted that the Commission still retained items of IT equipment which were considered to be obsolete.
8.2 It was noted that a charitable organisation in Porthmadog accepted all forms of IT equipment to be re-furbished for use by the under privileged.
8.3 It was agreed that permission be sought from the Assembly for the surplus IT to be disposed of in this way.
9. Budget Report - 3rd Quarter 2003/04
9.1 It was agreed to accept the 3rd quarter report.
10. Estimated Expenditure
10.1 It was noted that the Commission had been awarded an allocation of funding from the Commission's sponsor division for the financial year 2004-2005.
10.2 It was also noted that the Commission's estimated expenditure for that financial year was £17,000 below that allocated.
10.3 It was agreed that the Commission accept the allocation from the sponsor division, ensuring that the estimated expenditure for 2005-2006 would have to be supplied to the Assembly with the Operational Plan to ensure a more relevant allocation to the Commission for that period.
11. Any Other Business
11.1 Tender Exercises Report
11.1.1 It was noted that tender exercises for the provision of Printing and Legal services had been completed and that an exercise had commenced for the provision of a photocopying machine, and a tender for the Accountancy Services was to commence shortly.
11.1.2 It was agreed that tests for the up coming Welsh Language tender would be provided by Mr Davies and Mr Roberts.
11.1.3 It was acknowledged that with the Welsh Language tender exercise, certain documents which had already been translated could not be submitted for translation test as the current contract holders would be submitting a bid for the service. It was agreed that as much of the documentation would be issued bilingually, the successful bidder would be asked to translate the remaining English only documentation in readiness for the next exercise.
11.2 Audit
11.2.1 It was noted that the service level agreement (SLA) had been received from the National Assembly for Wales Internal Audit Service (IAS). A copy of their audit strategy for the Commission had also been received.
11.2.2 It was noted that the National Audit Office had approved the IAS SLA, which would be in place from 1st April 2004.
11.3 Local Government & Public Services Committee
11.3.1 It was noted that the Assembly Minister for Local Government Finance and Public Services had informed the Assembly Local Government and Public Services Committee that the Commission should be timetabled into their draft programme to arrange a meeting between both bodies.
12. Date of Next Meeting
12.1 The next meeting was set for Monday 1st March.
7/6/2004