LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
21 JUNE 2005 AT CARADOG HOUSE, ST ANDREW'S PLACE, CARDIFF
Present:
Commission
Mrs Susan Smith (Chairman), Mr J E Davies (Deputy Chair), 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 16TH MAY 2005
2.1 These were agreed.
3. MATTERS ARISING
3.1 MERLIN Issues
3.1.1 The Secretary reported that there had been further correspondence from the sponsor division, together with a response from MERLIN, regarding the upgrade of the Commission's data link. MERLIN had stated that the delays had been caused by problems with the landlord of Caradog House but these issues had now been resolved and the necessary work would be completed fairly soon.
3.1.2 It was reported that the technical problems which had prevented the Commission's website from being updated had now been resolved by MERLIN.
3.2 Community Councillors
3.2.1 The Secretary reported that he had sought the views of the sponsor division regarding a review the Commission's 1976 advice on community councillor numbers. The sponsor division's response had been positive.
3.3 Finance - cheque signatories
3.3.1 It was reported that the view of the sponsor division was that, given the small size of the Commission, it was not inappropriate for Commission Members to be cheque signatories.
3.4 Community Councils
3.4.1 The Secretary reported that he had received replies from both One Voice Wales (OVW) and the Welsh Local Government Association (WLGA) regarding the possibility of holding a meeting to discuss community council issues. One Voice Wales had said that they were unable to attend a meeting at present due to workload but were willing to participate in written correspondence. The WLGA had agreed to a meeting with the Secretary and this had been scheduled for July.
3.4.2 The Commission considered that it would be helpful to ascertain from the local authorities the current levels of community council representation and responsibility in their areas. It would then be possible to develop a strategy with the assistance of OVW, WLGA and the community councils.
3.5 Accounting Software
3.5.1 The Commissioners were advised that the Secretariat would arrange a meeting with the Wales Audit Office for a demonstration of accounting software.
3.6 Refurbishment
3.6.1 The Secretary reported that the refurbishment was due to start at the end of the month and that arrangement had been made for the disposal of the Commission's old furniture.
3.7 Annual Open Meeting
3.7.1 The sponsor division had been contacted regarding the possibility of them giving a presentation on the forthcoming electoral reviews at the AOM but they had indicated that they would not be in a position to do so until later in the year which would be too late for the agenda.
3.7.2 The National Library for Wales had agreed that a member of their staff would give a presentation on mapping. The Chief Executive of Ceredigion, Mr Owen Watkin, would also be available to give a presentation.
3.8 Finance
3.8.1 It was reported that the sponsor division had indicated that additional funding might be available for the Commission for 2006/07. They were also looking into the possibility of reimbursing the Commission for BCW expenditure reclaimed by the Assembly from ODPM.
4. REVIEW OF THE BOUNDARY BETWEEN THE COMMUNITIES OF BRACKLA AND COITY HIGHER - DRAFT FINAL PROPOSALS REPORT
4.1 The Commission approved the report subject to minor amendments. It was agreed that the Secretariat would submit the amended report to the Commission's legal advisor.
5. PUBLICATION OF AUDIT COMMITTEE MINUTES
5.1 The Commission considered that Audit Committee minutes should be published subject to the exclusion of any confidential content. It was agreed that the Commission would not publish the minutes of previous Audit Committee meetings but would commence the practice with the publication of the minutes of the meeting held on 21 June 2005.
6. REVISED PUBLICATION SCHEME
6.1 The Commission approved the scheme subject to some minor amendments.
7. UPDATE ON ARRANGEMENTS FOR REVIEWS OF BOUNDARY ANOMALIES
7.1 The Secretary reported that he had written to the Chief Executives of local authorities in Wales to ask them whether they were aware of any outstanding issues in respect of their communities and community wards which needed to be addressed before the Commission commenced their forthcoming review of electoral arrangements. He had also offered the Commission's assistance in any reviews they may wish to undertake.
7.2 Responses from several local authorities had been received and a meeting had been held with the Chief Executive of Rhondda Cynon Taff who had welcomed the offer of assistance from the Commission. The Secretariat had also been invited to meet officers of several local authorities in North Wales and these meetings had been scheduled for the coming week. It was considered that the best way to proceed would be for the local authorities to review the situation for all of their communities and identify any anomalies. They could then inform the Commission listing these anomalies and request assistance in conducting the reviews. These details would be forwarded to the sponsor division with a request for a direction from the National Assembly to assist in conducting the reviews.
7.3 It was considered that, should the local authorities wish to conduct reviews of their communities, it could be suggested to them that they examine the community's electoral arrangements at the same time. It was agreed that the Secretary would report on the outcome of the meetings with the North Wales local authorities at the next Commission meeting.
8. ANY OTHER BUSINESS
8.1 The Chair of the Commission had received a letter from the Local Government Minister inviting the Commission to discuss the forthcoming electoral review at the next annual liaison meeting. No date for the liaison meeting had been set but the Secretary was requested to make the necessary arrangements.
8.2 The sponsor division had confirmed that the next quinquennial review of the Commission was due but that no date had been set.
8.3 The Commission noted that OVW were due to hold their annual general meeting soon and it was considered that the Commission should be represented. It was agreed that the Secretariat would obtain details of the meeting for the next Commission meeting.
9. DATE OF NEXT MEETING
9.1 The date of the next meeting was set for 26 July 2005 at 10.30 a.m.
13/10/2005