LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
24 FEBRUARY 2005 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 Dave Carr
1. MINUTES OF COMMISSION MEETING HELD ON 6TH DECEMBER 2004
1.1 These were agreed subject to minor amendments.
2. MATTERS ARISING
2.1 Merlin Issues
2.1.1 It was reported that the issue of connectivity had not been resolved. Merlin were looking into the possibility of a shared upgraded connection for both the Commission and Public Services Management Wales who's offices are located on the fourth floor of Caradog House.
2.1.2. It was reported that LGM Division had authorised the Commission to write off the disputed charges raised by Siemens in respect of the lease of IT equipment for 2003/04. The National Audit Office could now be informed of the development and the disputed charges removed from the Commission's annual accounts.
2.2 Blaenhonddan Community Review
2.2.1 It was reported that there had been no further response from the Assembly regarding directions to review the community boundary in Blaenhonddan, Neath Port Talbot. It was agreed that the Commission could take no further action.
2.3 2005 AGM
2.3.1 It was reported that the Secretariat would be drafting a paper on the Commission's 2005 AGM for the March Commission meeting.
2.4 Recruitment
2.4.1 It was noted that the Secretariat had appointed a replacement for the procurement Officer. The successful candidate would begin her secondment with the Commission on 7 March 2005.
3. BRACKLA COMMUNITY REVIEW
3.1 Councillor Numbers
3.1.1 It was noted that the guidance produced by the Commission in 1976 on numbers of electors per community councillor allowed for more councillors than were currently allocated. There was, therefore, scope for raising the number of community councillors. It was considered, however, that the Commission's 1976 guidance may be out of date particularly in the light of recent proposals affecting the operation of community councils. It was agreed therefore to leave the number of community councillors allocated in the report unchanged.
3.1.2. The Commission considered that the guidance for numbers of electors per community councillor should be reviewed. It was agreed that the Commission would contact LGM's communities division and request any advice they may have as a result of the Aberystwyth report.
3.2 Draft Report
3.2.1 It was agreed to proceed with publication of the Draft Proposals Report.
4. GUIDANCE ON THE STATUTORY DUTIES OF RELEVANT AUTHORITIES TO HAVE REGARD TO THE PURPOSES OF NATIONAL PARKS AND AONB
4.1 The Commission noted the advice of the Treasury Solicitor on this matter.
5. INTER COMMISSION MEETING BELFAST
5.1 It was reported that the Inter-Commission meeting in Belfast had been attended by Mr Davies, Mr Roberts and Mr Lewis and had proved very interesting and informative.
5.2 It was noted that further meetings between the secretariats of the parliamentary boundary commissions were to be held to discuss the transfer of functions to the Electoral Commission.
6. BUDGET REPORT - THIRD QUARTER 2004/05
6.1 The Commission noted the situation at the end of the third quarter 2004/05 which showed an overall underspend of £64,384. However, it was also noted that commitments for expenditure in the final quarter of 2004/05, to be dealt with under agenda item 7, would have a large impact on the 2004/05 budget.
7. FINANCE REPORT - ESTIMATED EXPENDITURE (INCLUDING REFURBISHMENT) FOR THE YEAR END 2004/05
7.1 It was reported that the Secretariat had made progress in proceeding with the refurbishment of the offices. Commitments for redecoration and new furniture had been made at estimated costs of £28,000 and £15,200 respectively. However, further additional costs had been identified after a recent meeting with Dalkia - £30,000 for the re-wiring and replacement of all lighting in the Commission's offices and £4,200 in respect of the contractor's fees for managing the refurbishment. The amount relating to the re-wiring and replacement of lighting had not previously been included in the estimated costing the Commission had received from the contractor, but had rather been stated as an option. It became apparent that it would be advisable for this work to be undertaken at this time as the Secretariat were advised by the contractor that existing lighting and electric wiring did not meet current electrical specifications. It was also established that this work would need to be carried out before the redecoration commenced and new furniture installed. These costs, together with the £15,200 for the community ward boundary digital mapping would result in the Commission overspending its 2004/05 budget by some £11,000. The Secretariat had written to LGM2 to notify them of this estimated overspend and request additional funds to meet the cost of the refurbishment but no response had as yet been received.
7.2 It was noted that the Secretariat had approached the contractors for the refurbishment and the furniture on the advice of the Assembly who had also advised that the Commission proceed with the refurbishment.
8. ANY OTHER BUSINESS
8.1 It was noted that the Secretariat had been contacted by the Assembly Local Government Committee regarding a meeting with the Commissioners. A provisional slot for the morning of 20 April 2005 had been set but not confirmed. It was agreed that as the 2004/05 Annual Report would not be available on that date, the Secretariat would produce a special brief. A draft of this brief would be presented at the Commission meeting on 17 March 2005.
8.2 It was noted that the reappointment of Commissioners had now been confirmed and had commenced.
9. DATE OF NEXT MEETING
9.1 The date of the next meeting was set for 17 March 2005.
24/8/2005