LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
20 APRIL 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. DECLARATION OF INTERESTS
1.1 There were no new interests declared.
2. MINUTES OF COMMISSION MEETING HELD ON 17TH MARCH 2005
2.1 These were agreed subject to minor amendments.
3. MATTERS ARISING
3.1 Merlin Issues
3.1.1 It was reported that MERLIN had obtained permission from the landlord of Caradog House to proceed with the upgrade of the data link. MERLIN would be contacting BT to request that they undertake the work in due course.
3.1.2 It was still not possible for the Secretariat to fully update the Commission's website and it was not known when this issue would be resolved. It was possible for the Assembly to update the Commission's website in an emergency.
3.2 Brackla Community Review
3.2.1 It was reported that Draft Proposals for the Brackla Community Review had been published on 8 April 2005. The deadline for representations was set for 10 June 2005.
3.3 Community Councillors
3.3.1 The Secretary reported that the Commission's sponsor division had been informed of the need to review the Commission's 1976 advice on community councillor numbers but no meeting to discuss the issue had been held to date.
3.4 Annual Open Meeting
3.4.1 The National Library for Wales had now been hired as the venue for the 2005 AOM. It was agreed that the Secretariat would arrange accommodation and a meeting room at the Bellevue Hotel in Aberystwyth.
4. REVIEW OF THE BOUNDARY BETWEEN PEMBROKESHIRE AND CEREDIGION IN THE AREA OF CILGERRAN - DRAFT FINAL REPORT
4.1 The Commission approved the report subject to some minor amendments. It was agreed that the report would be published in May after the general election.
5. ANNUAL REPORT ON THE WELSH LANGUAGE SCHEME
5.1 The Commission approved the report. It was agreed that the Secretariat would contact the Welsh Language Board to enquire about the availability of badges used to identify Welsh speakers at meetings and conferences.
6. REFURBISHMENT - ORAL REPORT
6.1 It was reported that the Secretariat had held a further meeting with Dalkia in order to agree a timetable for dividing the refurbishment work over the 2005/06 and 2006/07 financial years. As part of the process, MERLIN had inspected the Commission's existing cabling and electrical fixtures and recommended some changes and additional power points to be incorporated into Dalkia's refurbishment programme. It was expected that Dalkia would be ready to invite contractors to tender for the work by the end of April 2005.
7. ANY OTHER BUSINESS
7.1 Publication of Minutes
7.1.1 The Commission noted that it was not currently the practice to publish Audit Committee minutes. It was agreed that the Secretariat would check the requirement for disclosure of Audit Committee minutes and report back to the Commission.
7.2 Freedom of Information
7.2.1 It was reported that the Assembly had substantially changed their Freedom of Information policy and that the Commission's policy should therefore be changed accordingly. It was agreed that the Commission's Freedom of Information policy would be redrafted along the lines of the Assembly's policy.
7.3 Signing of Cheques
7.3.1 The question of the origin of the arrangements concerning cheque signatories had been raised at the Audit Committee. It was agreed that the issue would be researched and reported on at the next meeting.
7.4 One Voice Wales
7.4.1 Following the meeting earlier in the day with the Welsh Assembly's Local Government Committee, it was agreed that contact would be made with the organisation.
7.5 Accounting Software
7.5.1 It was agreed that the Secretariat would investigate the possibility of acquiring accounts software and report back to the Commission on the possible advantages and disadvantages.
8. DATE OF NEXT MEETING
8.1 Dates for the next meetings were set for 16 May 2005 and 26 July 2005.
29/9/2005