LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
24 JANUARY 2007 AT CARADOG HOUSE, CARDIFF
Present:
Commission
Mrs Susan Smith (Chairman), Mr Dennis Roberts (Deputy Chair), Rev. H M Davies (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. It was agreed that the secretariat would send a declaration form to the new member.
2. ELECTION OF DEPUTY CHAIR
2.1 The Chair nominated Mr Roberts as the new Deputy Chair, which was seconded by Rev. Davies. It was agreed that Mr Roberts would be the new Deputy Chair and Chair of the Commission's Audit Committee.
3. MINUTES OF THE COMMISSION MEETING HELD ON 11th DECEMBER 2006
3.1 These were agreed subject to some minor amendments. It was agreed that the Chair would receive the draft minutes for checking following each meeting.
4. MATTERS ARISING
Merlin issues
4.1.1 The Secretary advised that he had received a proposal from the Assembly for the inclusion of IT security provisions in the Management Statement and Financial Memorandum (MSFM). This would include low-level security checks on staff directly employed by the Commission. The Secretary had already obtained clarification on the action which the Commission would need to undertake in order to comply with this provision.
4.1.2 It was reported that the cabling issue was still outstanding and also that the Commission was only receiving intermittent website statistics from the Assembly. The Commission noted the situation.
Modern Role of the Councillor
4.2 It was reported that the research was not likely to be published before March 2007.
5. REVIEWS PROGRESS
5.1 The Commission noted the progress of those Reviews currently being undertaken. They also noted the authorities that had informed the Commission that they intended to carry out community reviews. The Chair expressed concern that the timing of some of the intended reviews may have an impact on the work of the forthcoming electoral review. It was considered that the Commission might need to monitor the progress of those Councils intending to undertake Community reviews and adjust the Commission's electoral review timetable accordingly. The Secretary said that he had made the National Assembly aware of the situation that some of the community reviews may not be completed by the start of the electoral review. It was agreed that the Commission would raise the issue of electoral review directions at their meeting with the Local Government Minister in September.
5.2 The Secretary informed Commissioners that he had written to Bridgend County Borough Council to raise the issue of community reviews and was also due to meet officers of the Vale of Glamorgan County Borough Council. It was anticipated that Wrexham Draft Proposals would be published in February.
6. FINANCE REPORT - THIRD QUARTER 2006/07
6.1 The Commission noted the estimated underspend in the budget for 2006/07. It was agreed that it would be appropriate to surrender the sum of £40,000 back to the National Assembly.
7. MANAGEMENT STATEMENT AND FINANCIAL MEMORANDUM (MSFM)
7.1 The Secretary reported that he has raised the issue of the restrictions placed on the transfer of funds between budgets with the Permanent Secretary who had agreed that these should not be included in the MSFM and had instructed the Assembly compliance office to remove them. However, some issues had still not been resolved, such as restrictions placed on the employment of staff. The MSFM will need to be agreed by the Assembly whilst the current Local Government Minister is still in post.
7.2 It was agreed that the Secretary would raise these outstanding issues with the sponsor division and inform them that they will need to be addressed before the Commission would sign off the MSFM. It was agreed that should the sponsor division be unable to action the Commission's requirements then it would be necessary for the Chair to raise the matter with the Assembly Local Government Minister.
8. DEVELOPING A CORPORATE IDENTITY
8.1 The Secretary advised that he had not received the necessary information and therefore this item will be put on the agenda for the next Commission meeting.
8.1.1 The Commission considered the possibility that it could adopt a new name as the full name of the Commission was cumbersome for corporate identity purposes. It was noted, however, that the Commission's name was specified in the legislation. It was agreed that legal advice would be sought on this matter.
9. OPERATIONAL PLAN 2007/2008
9.1 The Commission considered the draft operational plan. The plan was agreed subject to amendments.
10. COMMITTEES ON STANDARDS IN PUBLIC LIFE - ELEVENTH ENQUIRY REPORT
10.1 The Commission noted the report's recommendation that Parliamentary and Local Government Boundary Commissions should have joint secretariats but this was subject to the proposal being accepted by the Government. It appeared likely that there would now be a need to formalise arrangements for a joint secretariat. It was agreed that LGBCW would ask for this matter to be included in the agenda for the inter- commission meeting to be held in March. It was agreed that the secretariat would start to draft a document outlining the desired structure of the joint secretariat based on previous experience.
10.1.1 The Commission considered that it would be important to ensure that responsibility for preserved counties in Wales remained with the Assembly. It was agreed that the Secretary would forward a briefing note on preserved counties to Rev. Davies.
11. ANY OTHER BUSINESS
11.1 It was reported that the inter-Commission meeting was to be held in Edinburgh during early March 2007. It was agreed that the Secretary would inform members of the meeting date as soon as it is known.
12. DATE OF NEXT MEETING
12.1 It was agreed that the next meeting would be held on the 1st March 2007, but this date could be changed if it did not fit in with the date of the inter-commission meeting.
11/6/2007