LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES

27 APRIL 2006 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 7th FEBRUARY 2006

2.1 These were agreed.

3. MATTERS ARISING

3.1 Merlin Issues

3.1.1 There were still some minor issues outstanding in respect of wiring in the main office. Discussions with Merlin regarding this matter were ongoing.

3.2 Accounting Software

3.2.1 The installation of the accounting software on the Commission's server had still not been resolved by Merlin. Although it was noted that the accounting software was operational and data could be backed up to the server it was agreed to continue to pursue Merlin to ascertain if it would be possible to install the whole programme on the server.

3.3 Management Statements and Financial Memorandum (MSFM)

3.3.1 It was reported that the MSFM was still with the Assembly Compliance Office awaiting legal advice.

3.4 Commissioners' Appointments

3.4.1 It was noted that up to date assessments for the Deputy Chair and Member were still required.

3.5 Operational Plan 2006-07

3.5.1 It was agreed that the revised Operational Plan would be circulated to Members.

4. COMMUNITY REVIEWS

4.1 The Secretary reported that he had sent a letter to the Welsh Local Government Association (WLGA) requesting a meeting to discuss the community reviews. An acknowledgement letter had been received but no date had been agreed for the meeting.

4.2 The Secretary outlined the latest position regarding community reviews:

Rhondda Cynon Taff had identified several anomalies and would request the Assembly to issue directions to the Commission soon;
Denbighshire were to undertake an unassisted community review of Rhyl. However, the Secretariat had ascertained that this review was of the community electoral arrangements and not the boundary;
Conwy were in the process of requesting that the National Assembly issue directions to the Commission;
Gwynedd were considering some local issues but no indication of anything more substantial had been received from them;
Pembrokeshire were still giving consideration to their possible requirements;
Torfaen had identified several anomalies and was considering how to proceed;
Powys had completed the initial stage of their reviews;
Ynys Môn had written to the Assembly informing them that they wished to undertake a community review;
Caerphilly had identified several anomalies and was considering how to proceed, in addition to which there had been some past changes to communities in the Council's area which the Commission had not been informed of. Details of these changes were being passed to the Commission by the Council; and
Direction had been drafted and issued to Wrexham by the National Assembly.

4.3 It was reported that the Direction issued to the Commission for the Wrexham review by the National Assembly had been found to be incomplete as it did not name the communities adjoining those being reviewed. Following the receipt of legal advice, the Secretariat concluded that the directions were insufficient to cover the intended scope of the review. Discussions on amending the direction were currently ongoing between the Secretariat, the National Assembly and Wrexham Council.

5. INTER-COMMISSION MEETING MINUTES

5.1 The Commission noted the minutes of the annual inter-commission meeting that was held on 17 March 2006. It was reported that the meeting had proved useful in keeping up to date with the work and progress of the various parliamentary and local government boundary commissions in the UK.

6. STAFFING UPDATE

6.1 The Secretary reported that Liza Brough would be taking up her post as Procurement Manager on 2 May 2006. In addition, a possible applicant for the additional team support post had been found. The Commission noted these developments.

7. BOUNDARY COMMISSION FOR WALES

7.1 The Secretary reported that a meeting between the secretaries of the parliamentary boundary commissions had been held on the 20 April 2006 in Edinburgh. It would be necessary for the Department for Constitutional Affairs to appoint a new Deputy Chairman and Members to the Boundary Commission for Wales and a letter regarding this situation had been sent to the Chairman.

7.2 The Secretaries of the parliamentary boundary commissions had been invited to a meeting by Dr Butler and Dr Lean to discuss Redistribution and the Electoral Commission. The meeting was to be held in Oxford on 10 May 2006 and Steve Halsall would be attending on behalf of the Boundary Commission for Wales.

8. GRANT IN AID CASH EXPENDITURE

8.1 The Commission noted the situation and that cash based funding of NDPBs was in line with HM Treasury guidelines. It was agreed to adopt the policy of drawing grant in aid on a cash basis for future years.

9. CONSULTATION ON THE MERGER OF THE WELSH LANGUAGE BOARD WITH THE WELSH ASSEMBLY GOVERNMENT

9.1 The Commission noted the report.

10. ANY OTHER BUSINESS

10.1 The Secretary raised the issue of potential requests for information under the Freedom of Information Act relating to reviews. This issue was discussed and it was agreed that the Secretariat would investigate the policy and practice of other organisations for dealing with such requests for information and report back to the Commission.

10.2 The Commission considered where in Wales they would hold their next Annual Open Meeting (AOM). It was agreed that Welshpool would be a suitable location and that the Secretariat would look for suitable venues in that area. Provisional dates for the AOM were set for 10 and 11 October 2006.

11. DATE OF NEXT MEETING

11.1 The date of the next meeting was set for Thursday 29th June 2006.

16/11/2006