LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
FRIDAY 28th MAY 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 1st March 2004
1.1 These 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 had been received from the Assembly Compliance Office. The meeting expressed its thanks to Mr Roberts for facilitating the disposal of the items.
3. Refurbishment of Accommodation (verbal update)
3.1 Advice had been sought from the Commission's sponsor division on the possibility of being able to use one of the Assembly's call off contract. An answer to this request was still awaited.
3.2 It was noted that the secretariat would begin to prepare a specification in respect of the requirements of the refurbishment.
4. Cwmllynfell Review - Further Representations
4.1. Review Request - Gwaen-Cae-Gurwen
4.1.1 It was noted that a letter had been received from Mrs Winfield of the Welsh Liberal party requesting that the Commission conduct a review of the Gwaen-Cae-Gurwen area in relation to the findings of the Commission's proposals in respect of Cwmllynfell and Cwm-Twrch.
4.1.2 It was agreed that any decision or consultation in relation to this request be deferred until the outcome of the Assembly's deliberations over the Commission's proposals in respect of the boundary between the Counties of Carmarthen and Powys and the County Borough of Neath Port Talbot in the area of the Community of Cwmllynfell were known.
4.2 Neath Port Talbot CBC - representation not published
4.2.1 A letter had been received from the Neath Port Talbot County Borough Council stating that a representation that they had sent to the Commission in respect of the "Cwmllynfell" review had not appeared in the Commission's final proposals.
4.2.2 It was noted that a reply had been sent to Neath Port Talbot County Borough Council apologising for the omission, but explaining that the letter concerned had been considered by the Commission, but had accidentally been omitted from the report. Whilst the error was noted, it was accepted that the evidence provided would not affect the Commissions deliberations and final proposals.
4.3. Cwmllynfell Community Council - wrong councillor figures
4.3.1 The Clerk of Cwmllynfell Community Council had written to complain that the wrong number of Community Councillors listed in the Final Proposals for their Council.
4.3.2 It was noted that a reply had been sent to the Clerk of Cwmllynfell Community Council explaining that the figures quoted in the Final Proposals had been provided by Neath Port Talbot County Borough Council. As such the Commission had published data from what it had believed a reliable source.
4.4. Mr Page - Rhiwfawr
4.4.1 Mr Page wrote to the Commission in respect of the review and the warding of the Rhiwfawr and Cwmllynfell and how they should be treated as separate entities. As the proposals had already been submitted to the Assembly, the letter had been forwarded to the Assembly for consideration.
4.5. Councillor Llewellyn - cumulative effect of proposals
4.5.1 Councillor Llewellyn had written to the Commission highlighting the possibility that should the Cwmllynfell proposals be adopted by the Assembly, then a small number of houses in Rhiwfawr, which would remain in Neath Port Talbot, would only be accessible to Neath Port Talbot through Powys or Carmarthenshire.
4.5.2 It was agreed that this would, should the Commission's proposals be accepted, be a regrettable circumstance, and it was agreed that the Assembly's consideration of this matter should be awaited.
5. Draft Annual Report for 2003-04
5.1 It was agreed that the Chair would refine the content of her foreword to the Report.
5.2 It was noted that the Commission made it clear in its documentation that it was happy to receive correspondence in the English or Welsh language.
5.3 It was noted that the Memorandum of agreement to allow the Secretariat to be shared with the (Parliamentary) Boundary Commission for Wales was signed by the LGBC(W), the National Assembly for Wales, the late Department for Transport, Local Government and the Regions, and the Office of National Statistics on behalf of the Boundary Commission for Wales/Boundary Commission for England. It was agreed that the Annual Report be amended to reflect this.
5.4 It was agreed that the Assembly's "OSIRIS" system's contribution to the Commission's efficiency should also be included in the report.
6. Annual report on Welsh Language Scheme
6.1 Subject to minor amendments being made, it was agreed that the report on the Commission's Welsh Language Scheme be adopted.
7. Finance Report - End of Year 2003/04
7.1 The financial report was noted and accepted.
8. Any Other Business
8.1 Meeting of the Local Government and Public Services Committee
8.1.1 It was noted that the Chair had attended the latest meeting of the Assembly's Local Government and Public Services Committee.
8.1.2 It was noted that despite the topic being discussed dealt with boundaries, the Chair's input was not requested. It was also noted that the Chair's presence had not been acknowledged at the Committee.
8.1.3 It was noted, with regret, that officials in the Assembly felt it necessary to send an apology to the Chair for lack of acknowledgement of her at the Committee, by its members.
8.1.4 It was agreed that the Commission review the presentation of its annual report and accounts to the Local Government and Public Services Committee in the future.
8.2 Public Services Inspection
8.2.1 It was noted that Ann Jones AM had written to the Commission, inviting it to contribute to a process of Public Services Inspections within Local Authorities in Wales.
8.2.2 It was agreed that the specifications indicated for the inspection fell outside the remit of the Commission, and the offer be declined.
8.3 Accountancy Training
8.3.1 It was agreed that the provision of Government Accountancy training for Commissioners to assist them with their understanding of the Annual Accounts be investigated.
8.4 WLGA Annual Conference
8.4.1 It was noted that the 2004 Welsh Local Government Association Annual Conference would be held on Friday 10th September, though no venue or agenda had yet been notified.
8.4.2 It was agreed that once a venue and agenda had been arranged, then the Commission would decide what representation, if any, it would send.
9. Date of Next Meeting
9.1 The next full meeting will provisionally be held on either the 9th or 10th September 2004 depending on the arrangements for 2004 Welsh Local Government Association Annual Conference.
9.2 It was noted that an Audit Committee had been scheduled for the 17th July 2004, so any pressing business could be dealt with in conjunction with that meeting.
17/1/2005