LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
8 SEPTEMBER 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, Mrs Liza Brough
1. DECLARATION OF INTERESTS
1.1 There were no new interests declared.
2. MINUTES OF COMMISSION MEETING HELD ON 21st JUNE 2005
2.1 These were agreed subject to minor amendments.
3. MATTERS ARISING
3.1 Merlin Issues
3.1.1 It was reported that the network link between the Commission and the Assembly had finally been updated and is up and running. However there were still some minor networking issues outstanding.
3.2 Community Councils
3.2.1 The Secretary informed the Commissioners that the meeting with WLGA had been useful. The WLGA are proactive in working with the Assembly and are happy with the proposed Community reviews. WLGA will be raising the issue with the Assembly at their quarterly meeting, which is to be held in October.
3.3 Accounting Software
3.3.1 A demonstration of the SAGE accounting software provided by the Assembly showed that it met the Commission's requirements. The new software has therefore been ordered.
3.4 Refurbishment
3.4.1 The electrical work phase of the refurbishment had been completed and the new furniture has been delivered on schedule to complete the work that can be undertaken within this year's budget. It was agreed that the cost of resurfacing the conference tables would be investigated.
3.5 Review of the Communities of Brackla and Coity Higher
3.5.1 It was noted that the Final Report was published on 18th August 2005.
4. ANNUAL OPEN MEETING
4.1 The Secretary provided the Chair with a draft of her presentation and details of the housekeeping arrangements at the National library of Wales. The travel arrangements for the meeting were agreed.
5. MEETING WITH THE MINISTER - ITEMS FOR DISCUSSION
5.1 It was agreed that the principal issue for discussion would have to be finance. Assurances would need to be sought that sufficient finances would be made available to enable the Commission to deliver the programme of reviews planned for the next five years.
5.2 It was considered that the Minister would also need to be made aware of the importance of the work that is to be undertaken, in conjunction with principal councils, to review community boundaries as this has an impact on the electoral reviews. It was agreed that the importance of receiving timely directions should be stressed.
5.3 It was agreed that after some minor amendments and additions the Commission's budget projections for 2005 to 2008, would be sent to the Minister in advance of the meeting on the 5th October 2005.
5.4 It was also agreed that the Chair would draft a covering letter for the Minister that would be circulated prior to issue.
6. MAKING THE MOST OF OUR RESOURCES - A WAG STRATEGY
6.1 The strategy report was noted and the Secretary's report on savings made to date was accepted. In addition it was considered that that money had also been saved in recent years through reduced staffing levels. It was agreed that the Secretary would write to the sponsor department outlining these savings.
7. CORPORATE GOVERNANCE IN CENTRAL GOVERNMENT DEPARTMENTS
7.1 The newly published code was noted. It was considered that the question of appointing an independent member for the Audit Committee should be kept under review.
8. ANY OTHER BUSINESS
8.1 It was reported that the Annual Report 04/05 has been sent to the sponsor department for it to be submitted to the Assembly as required by the Management Statement. However, it was not expected that the Assembly would see the report until 19th September when they return from summer recess. This situation had arisen because the Annual report had been produced separately to the annual accounts for the first time. The Wales Audit Office had laid the annual accounts before the Assembly earlier in the year but because the Management Statement specified that the Annual Report should be submitted to the Assembly this also had to take place before the report is published. It was agreed that the Secretary contacts the sponsor department with a view to making appropriate amendments to the Management Statement.
8.2 It was agreed that Mr Roberts would attend both the WLGA and the One Voice Wales annual general meetings.
9. DATE OF NEXT MEETING
9.1 The Commission are due to meet the Local Government Minister on Wednesday 5th October 2005 at 09:30am.
9.2 The date for the next meeting is set for Monday 10th October 2005 at 6 pm at the Bellevue Hotel, Aberystwyth.
1/06/2005