LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
MONDAY 1st MARCH 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
1. Minutes of Commission meeting held on 22nd January 2004
1.1 Subject to minor amendment, the minutes were agreed
2. Matters Arising
2.1 Review of part of the Boundary between the Communities of Blaenhonddan and Dyffryn Clydach in the County Borough of Neath Port Talbot
2.1.1 It was noted that directions were still awaited from the Assembly in respect of this review.
2.2 Review Of Part Of The Boundary Between The Communities Of Brackla And Coity Higher In The County Borough Of Bridgend
2.2.1 It was noted that directions were still awaited from the Assembly in respect of this review.
2.3 Disposal of Surplus IT Equipment
2.3.1 It was noted that permission to dispose of the equipment was still awaited from the Assembly Compliance Office.
3. Operational Plan 2004/05
3.1 It was noted that the plan was being submitted to the Commission for approval prior to its formal submission to the Commissions Sponsor division within the Assembly.
3.2 It was agreed that the plan should make reference to two requests for reviews which had been turned down on grounds of proportionality.
3.3 It was noted within the plan that the Commission was carrying a vacancy, and it was resolved that situation be addressed as a matter or urgency.
4. Mainstreaming the Welsh Language
4.1 It was noted that the report had been designed for consumption and application by Executive Assembly Sponsored Public Bodies.
4.2 It was noted that the report had been provided for information purposes only, at this stage.
4.3 It was noted that a strategy for mainstreaming the Welsh language should be incorporated into the operational plan for 2005-2006.
5. Refurbishment of Accommodation
5.1 It was noted that under the lease agreement between the National Assembly for Wales (formerly with the Welsh Office) and the landlords of the premises occupied by the Commission, the area occupied by the Commission was to be redecorated every five years.
5.2 It was noted that the Commission premises were overdue in their redecoration on this timescale.
5.3 It was also noted that the furniture used by Commission staff no longer met industry standards for Information Technology use.
5.4 It was agreed that prices for redecoration and refurbishment be obtained and appropriate timetabling, in discussion with the landlords agents and the Assembly, be drawn up.
5.5 It was agreed that the work should take place in financial year 2004-2005.
6. Corporate Policy on Records Management
6.1 It was noted that the Commission had previously drafted a scheme for approval based on the original scheme presented by the Welsh Assembly.
6.2 It was also noted that a revised shorter scheme had recently been produced by the Welsh Assembly Government, and that the Commission's policy had been redrafted to follow it's Sponsor Department's lead.
6.3 It was agreed that developments of the new "MERLIN" system be monitored to assess if the new Assembly records management system can be adapted for use by the Commission. The timescale for the implementation of the new system by the Assembly was within the next 12 - 18 months.
7. Any Other Business
7.1 There was no other business raised.
8. Date of Next Meeting
8.1 The next meeting will be held at the Commission's offices on Friday 28th May.
17/1/2005