LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
1 MARCH 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.
2. MINUTES OF THE COMMISSION MEETING HELD ON 24th JANUARY 2007
2.1 These were agreed.
3. MATTERS ARISING
Modern Role of the Councillor
3.1 The Secretary reported that details had been received regarding seminars being held by the Assembly on the Modern Role of the Councillor. It was agreed that the Secretary, Deputy Chair and Member would attend the seminar in Llandudno on the 15th March 2007 and that the Chair and Deputy Secretary would attend the seminar being held in Cardiff on 20th March 2007.
Merlin issues
3.2 The Secretary advised that he had written to the Assembly again regarding the outstanding cabling work and had continued to actively pursue this matter.
Community Reviews
3.3 The Secretary informed Commissioners that he had met with officers of Bridgend County Borough Council to discuss the options for a possible community review and was currently awaiting a further response from them.
3.4 The Secretary reported that he had met with the Electoral Registration Officer of Conwy County Borough Council who had stated that he wished to undertake a community review. The Council, however, had not as yet issued a preliminary letter to the community councils requesting details of any boundary anomalies they may be aware of.
3.5 The Secretary also advised that he had been in contact with the Vale of Glamorgan County Borough Council and had brought to their attention some anomalies in their community boundaries and had requested that they give consideration to undertaking reviews.
3.6 Members were informed that the Wrexham draft proposals report had been printed and was due to be distributed on the 2 March 2007.
Committee on Standards in Public Life (CPSL)
3.7 It was reported that the Commission had obtained copies of the CSPL's Eleventh enquiry report. An invitation had been received from the CSPL to attend a seminar on the report, however the Members were not able to attend due to other commitments.
4. REVIEW OF COMMUNITIES IN THE COUNTY OF ISLE OF ANGLESEY
4.1 The Commission considered the initial representations received in respect of the Anglesey community review. It was reported that the secretariat had also conducted a site visit of the Isle of Anglesey to inspect the proposed changes to the community boundaries suggested in the initial representations.
Holyhead/Trearddur/Rhoscolyn
4.2 Holyhead Town Council had proposed that their community should be amalgamated with the communities of Trearddur and Rhoscolyn to create a single community council covering the whole of Holy Island. There had been a substantial number of representations received opposing this suggestion on the grounds that the areas involved had little affinity with each other as Holyhead was mainly urban whilst Trearddur and Rhoscolyn were rural / tourist areas. The site visit had confirmed that Rhoscolyn was rural and sparsely populated whilst Trearddur was also rural but with a slightly larger population due mainly to the tourist industry. By contrast Holyhead Town chiefly comprised a large built-up urban area. The Commission also noted that there was no support for Holyhead Town Council's proposal. It was agreed that the Commission would not adopt Holyhead Town Council's proposal to realign the boundary between Trearddur and Rhoscolyn for their Draft Proposals.
4.3 The Commission considered whether it would be desirable to merge the communities of Trearddur and Rhoscolyn. It was considered that this could result in a larger, stronger community that may improve local democracy and encourage local elections. It was noted, however, that Rhoscolyn was not the smallest community in Anglesey and that no representations had been received to supporting a merger. It was also reported that such a proposal had previously been put forward during the Special Community Review of Anglesey in 1978. At that time the proposal had been rejected as Rhoscolyn Community Council had successfully argued that there were some differences between themselves and Trearddur and that they were able to provide services independently to their community. The Commission considered that this could be an issue for the community councils to consider or that Anglesey County Council may wish to give some consideration to it in the future.
Holyhead/ Trearddur: Penrhos Retail Park
4.4 Holyhead Town Council had proposed that the Penrhos Retail Park be transferred into their community from Trearddur. It was noted that the retail park adjoined a built up area of the London Road Ward of Holyhead and that the only access to the retail park was through Holyhead. The site visit findings had confirmed this to be the case. However, it had also been discovered that the amended boundary proposed by Holyhead Town Council ran through a new building which did not appear on the map.
4.5 In a further representation Holyhead Town Council had also requested that the existing boundary be amended to transfer the site of Anglesey Aluminium into their community from Trearddur. The Commission noted the close proximity of Anglesey Aluminium to Penrhos Retail Park. They considered that, should the retail park be transferred into Holyhead, then it appeared desirable and in keeping with the urban / industrial nature of Holyhead to also transfer Anglesey Aluminium. It was considered that the most logical line for realigning the boundary to include both Penrhos Retail Park and Anglesey Aluminium within Holyhead would be along the railway line directly to the south of the Aluminium works. This would also include the transfer of a small rural area including a nature reserve into Holyhead. However, it was noted that Holyhead already included a similarly rural area in the north west of the community and therefore it would not be entirely out of character with the rest of the community. It was agreed that a proposal to realign the boundary between Holyhead and Trearddur to follow the railway south of Anglesey Aluminium be included in the Draft Proposals.
Holyhead/ Trearddur: Tŷ Mawr development
4.6 Holyhead Town Council had proposed that the area of the proposed Tŷ Mawr development be included within Holyhead. The boundary of the intended development site was currently divided between the Communities of Holyhead and Trearddur and it was noted that it was likely that the completed development would form a continuation of existing built up areas in Holyhead. The Council had also drawn attention to Anglesey County Council's UDP boundary in the vicinity of the development area and suggested that it would be sensible for any realignment of the community boundary to take account of the UDP boundary, as it was unlikely that there would be any future development beyond it. The Commission considered that the suggestion to include Tŷ Mawr development site within Holyhead had merit. It was noted that the line of the UDP area extended beyond the development site in some areas and it was considered that that the area transferred should be that which was encompassed by the UDP boundary rather than the development site boundary. It was agreed that the proposal to realign the boundary between the two communities to follow the UDP boundary where possible (except in the minor instance to the south where the UDP boundary did not follow a clearly defined feature) would be included in the Draft Proposals.
4.7 The Commission considered the request from Holyhead Town Council that the number of their Community councillors be reduced. It was agreed that the membership of Holyhead Town Council should be reduced. It was agreed that consideration should be given to the reducing the membership of Trearddur Community Council as a consequential change resulting from the reduction of their area.
Pentraeth / Llanfair Mathafarn Eithaf
4.8 The Commission considered the proposal from Pentraeth Community Council that their boundary be extended to take in part of the Community of Llanfair Mathafarn Eithaf in the vicinity of Rhos y Gad. It was reported that the proposed realignment of the boundary had been inspected during the site visit and it had been found to follow well-defined features on the ground and also resolved an anomaly in the existing boundary, which divided some farm buildings. In respect of the built up area of Llanfair Mathafarn Eithaf which would be transferred to Pentraeth should the proposed boundary be adopted, the Commission considered that it was sufficiently close to similar areas in Pentraeth to warrant its inclusion. It was also noted that this area was some distance away from the main population centre of Llanfair Mathafarn Eithaf but close to the village of Pentraeth It was agreed that a proposal to realign the boundary between Pentraeth and Llanfair Mathafarn Eithaf as suggested by Pentraeth Community Council would be included in the Draft Proposals.
Pentraeth / Llanddyfnan
4.9 The Commission considered the proposal from Pentraeth Community Council that their boundary be extended to take in part of the Community of Llanddyfnan in the vicinity of Tyn y Pwll. It was reported that the line of the proposed boundary had been inspected during the site visit and it had been found to be no improvement on the existing boundary in terms of following geographical features. It was also noted that it did not address any particular anomalies and had been suggested by Pentraeth Community Council in order to straighten their community boundary line. It was agreed that the Commission would not adopt Pentraeth Community Council's proposal to realign the boundary between Pentraeth and Llanddyfnan for their Draft Proposals.
Cwm Cadnant / Pentraeth
4.10 The Commission considered the proposal from Cwm Cadnant Community Council that their boundary be extended to take in part of the Community of Pentraeth in the vicinity of Pen-y-garnedd. It was reported that the line of the proposed boundary had been inspected during the site visit and it had been found to resolve an anomaly in the existing boundary that divided two neighbouring properties. However, part of the proposed boundary was found to follow an undefined line across two fields. It had also been noticed that there was a possible alternative line for the boundary that followed the clearly defined features of a road and stream and would resolve the existing anomaly by transferring a smaller area from Cwm Cadnant into Pentraeth. It was agreed that in their Draft Proposals the Commission would propose that the boundary between Cwm Cadnant and Pentraeth be realigned to follow the Secretariat's alternative line of the road and stream.
Cwm Cadnant / Penmynydd
4.11 The Commission considered the proposal from Cwm Cadnant Community Council that their boundary be extended to take in part of the Community of Penmynydd. It was reported that the line of the proposed boundary had been inspected during the site visit and whilst it had been found to follow a clearly defined road, the area appeared to have little affinity with Cwm Cadnant. The Cwm Cadnant Council had made the proposal because planning applications for the Penhesgyn Waste Site came under their jurisdiction and they considered that it would be desirable for the properties on the road leading to the site that are currently located in Penmynydd to be transferred into their Community. The Commission considered that the area appeared to have more affinity with the Community of Penmynydd rather than Cwm Cadnant and noted that the main access to the waste site was through the Community of Penmynydd. It was, therefore, considered that it would be desirable for the waste site and its surrounding area to be included within the Community of Penmynydd. It was agreed that it would be proposed in the Draft Proposals that the boundary between the Community of Cwm Cadnant and the Community of Penmynydd be realigned to transfer the area to the west of Pentraeth Road (A5025) from the Community of Cwm Cadnant into the Community of Penmynydd.
Cwm Cadnant / Menai Bridge
4.12 The Commission considered the proposal from Cwm Cadnant Community Council that their boundary be realigned to the south to follow a single track road and thereby transferring part of the Community of Menai Bridge into Cwm Cadnant. It was reported that the line of the proposed boundary had been inspected during the site visit and it was found to be more clearly defined than the existing boundary although it did leave several properties to the south of the road divided from those on the north side of the road. The Commission were not convinced that the suggested change would be of benefit in terms of effective and convenient local government. It was agreed that the Commission would not adopt Cwm Cadnant Community Council's proposal to realign the boundary between the Communities of Cwm Cadnant and Menai Bridge in the Draft Proposals.
4.13 It was agreed that the Secretariat would produce a first draft of the Draft Proposals Report, including the agreed proposals, for the next Commission meeting.
5. REVIEW OF COMMUNITIES IN THE COUNTY OF POWYS
5.1 It was reported that Powys County Council had conducted a very comprehensive review of its community areas and had submitted their report to the Commissioners for consideration. The Secretariat had conducted a site visit to Powys to inspect the proposed boundary changes.
Brecon / Glyn Tarell
5.2 The Commission considered the Powys County Council's proposal that the 'Lime and Spreader Company', which is in the Community of Glyn Tarell be transferred into the Community of Beacon. It was established on the site visit that the company had an affinity with the Brecon Community and the proposed boundary change followed a clearly defined fence line. It was agreed that the Commission would accept Powys County Council's proposal.
Crickhowell / The Vale of Grwyney
5.3 The Commission considered Powys County Council's proposal to realign the community boundary between the Communities of The Vale of Grwyney and Crickhowell. It was established on the site visit that the 'Elvicta' factory site, the town's sewage works and town's sports fields presently in The Vale of Grwyney had more of an affinity with the Community of Crickhowell. The proposed boundary also followed a clearly defined fence line. The Commission noted that The Vale of Grwyney Community Council had objected to the proposed boundary change and had submitted representations to Powys County Council. The Commission considered, however, that given the affinity of the area with Crickhowell and the fact that no residential properties would be affected Powys County Council's proposal appeared to be in the interests of effective and convenient local government. It was agreed that the Commission would accept Powys County Council's proposal.
Duhonw / Builth Wells
5.4 The Commission considered Powys County Council's proposal to realign the community boundary between the Communities of Duhonw and Builth Wells to transfer the property of Erwhelm into the Community of Duhonw. The Commission noted that Erwhelm was already included in the electoral register for the Community of Duhonw. The site visit confirmed that Erwhelm had an affinity with the Community of Duhonw. It was agreed that the Commission would accept Powys County Council's proposal.
Hay / Llanigon
5.5 The Commission considered the community boundary change proposed by Powys County Council to transfer that part of the Community Llanigon that abuts the western boundary of the town at Gipsy Castle Farm and the Burlands into the Community of Hay-on-Wye. The site visit confirmed that Gipsy Castle Farm and the Burlands had an affinity with Hay-on-Wye and the proposed community boundary change, which was clearly defined, would accommodate a degree of any future growth of Hay-on-Wye. It was agreed that the Commission would accept Powys County Council's proposal.
Glyn Tarell / Llanfrynach
5.6 The Commission considered Powys County Council's proposal to realign the boundary between the Communities of Glyn Tarell and Llanfrynach to incorporate the property known as the Held into the Community of Llanfrynach. The site visit identified that the only access to the Held was via Llanfrynach Community. It was agreed that the Commission would accept Powys County Council's proposal.
Tawe-Uchaf / Ystradfellte
5.7 The Commission considered Powys County Council's proposal to realign the eastern boundary of Ystradfellte Community to transfer the farms of Tonyfildre, Cefnwaunynog and Nat-y-fedwen from the Community Ystradfellte into the Community of Tawe Uchaf. The site visit confirmed that the geographic line of the local roads suggested that the farms had an affinity with the Community of Tawe-Uchaf. It was agreed that the Commission would accept Powys County Council's proposal.
Castle Caereinion / Llanfair Caereinion
5.8 The Commission considered Powys County Council's proposal to transfer properties from Fronhaul Lane ((Tanycoed, Tynewydd, The Grange, Glynhwdog, The Ochr and Ty'n y Brwydd) currently in Llanfair Caereinion Community into Castle Caereinion Community. Powys County Council considered that the properties on Fronhaul Lane looked to Castle Caereinion Community for local services and also that the lane did not lead directly to Llanfair Caereinion. The Commissioners noted that this was confirmed by the site visit that was undertaken. It was agreed that the Commission would accept Powys County Council's proposal.
Kerry / Churchstoke
5.9 The Commission considered Powys County Council's proposal to transfer Lower House, Sarn from the Community of Churchstoke into the Community of Kerry. Powys County Council stated that the only direct access to Lower House was via the Community of Kerry. The site visit confirmed that the only access to this property was via the Community of Kerry. The Commissioners noted that the secretariat staff had spoken to the residents of Lower House who had no objections to the proposed change. It was agreed that the Commission would accept Powys County Council's proposal.
Llandyssil / Newton and Llanllwchaiarn
5.10 The Commission considered Powys County Council's proposal to transfer the small village of Aberbechan, which is currently divided between the Community of Llandyssil and the Community of Newtown and Llanllwchaiarn, into the Community of Llandyssil. Powys County Council considered that the village was rural in character and had an affinity with Abermule in the Community of Llandyssil. The proposed realignment would involve the transfer of six dwellings into Llandyssil Community. The site visit confirmed that Aberbechan had an affinity with Llandyssil, but it was also noted that there were two further dwellings located to the rear of the six dwelling that were also part of Aberbechan village but had been excluded from Powys County Council's proposal. The Commissioners noted a revised boundary suggested by the Secretariat to incorporate these two additional dwellings. It was agreed that the Commission would write to Powys County Council for their comments on the Secretariat's suggested change to their original proposal.
Llansantffraid / Llangedwyn
5.11 The Commission considered Powys County Council's proposal to transfer that part of the settlement of Penybont Llanerchemrys, currently in the community of Llansantffraid, into Llangedwyn. Powys County Council considered that a few properties (Old New Inn and 1 & 2 Old New Inn cottages) that were currently outside the settlement of the Penybont Llanerchemrys village were closely associated with the village. The Council proposed that the community boundary be realigned to follow an old railway line to transfer the properties into Llangedwyn. The site visit confirmed that the properties in question had a close affinity with the Penybont village, but that the proposed realignment of the community boundary did not follow clearly defined features. The Commissioners noted a revised boundary suggested by the Secretariat which partly followed the railway track to a point where it became undefined to the west of properties and was then altered to follow a more clearly defined road until rejoining the existing boundary. It was agreed that the Commission would write to Powys County Council for their comments on the Secretariat's suggested change to their original proposal.
Llanidloes / Llangurig
5.12 The Commission considered Powys County Council's proposal to transfer of the part of the Parc Hafren general employment site currently in the Community of Llangurig into the Community of Llanidloes. The Commission noted the Council's reasoning that the site that was currently divided between the two communities should be wholly within the area centre (Llanidloes). The site visit had confirmed that Parc Hafren had a definite affinity with Llanidloes and the proposed boundary followed a clearly defined fence line. It was agreed that the Commission would accept Powys County Council's proposal.
Llanrhaeadr ym Mochnant
5.13 The Commission considered Powys County Council's proposal that the two Communities of Llanrhaeadr ym Mochnant should be merged to form a single community. The site visit had confirmed that the two communities were indeed one village and that there was no reason for the existing division to continue. It was agreed that the Commission would accept Powys County Council's proposal.
Montgomery / Churchstoke
5.14 The Commission considered Powys County Council's proposal to transfer the Western Madoc area, presently a detached part of the community of Churchstoke, from that community into the Community of Montgomery. The Council considered that Churchstoke detached had more of an affinity with the Community of Montgomery. The Commissioners also noted that in order to travel to Churchstoke (detached) from Churchstoke, by the most direct route, it was necessary to go through England. It was agreed that the Commission would accept Powys County Council's proposal.
Whitton / Knighton
5.15 The Commission considered Powys County Council's proposal to transfer the whole of the unclassified settlement of Rhos y Meirch from the community of Knighton into the community of Whitton. The Commission noted that the unclassified settlement of Rhos y Meirch was currently divided between the Communities of Whitton and Knighton. The Commission considered the observations made on the site visit that the proposed Offa's Dyke boundary was not a clearly defined geographical feature and the Secretariat therefore proposed an alternative which followed a road rather than following an undefined line across a field. It was agreed that the Commission would write to Powys County Council for their comments on the Secretariat's suggested change to their original proposal.
Powys / Merthyr Tydfil
5.16 The Commission considered the proposal from Powys County Council that a review of the local authority boundary between Powys and Merthyr Tydfil be undertaken. It was agreed that the Commission would conduct the review after the May 2007 Assembly elections.
6. CONTRACTS - ACCOUNTANCY, PRINTING AND TRANSLATION
6.1 The Commission noted the outcome of the tendering exercises for the provision of Accountancy, Printing and Translation services. The Commission accepted the recommendations made by the Tender Board.
7. OPERATIONAL PLAN 2007-08
7.1 It was reported that the draft Operational Plan had been submitted to the Assembly and had been returned with further amendments. In addition the Assembly had informed the Secretariat that from 2007-08 onwards they would be issuing a Remit Letter to the Commission, which would include the Commission's annual budget. The Commission noted that their budget allocation for 2007-08 was considerably less that had been requested.
7.2 It was also noted that the Remit Letter stated that the Commission should not commence the next round of Electoral Reviews until after the May 2008 local government elections. It was uncertain whether this was intended to prevent the Commission from carrying out any work in preparation for the commencement of the Electoral Reviews. It was considered that it would be essential for the Commission to at least be able to carry out the preparatory work for the Electoral Reviews before May 2008 in order to meet the deadline for their completion in time for their implementation for the 2012 local government elections. The Commission also considered that the reduced budget would have a serious impact on their timetable for conducting the Electoral Reviews, as it did not allow for the employment of the additional staff necessary to undertake the workload. It had originally been estimated that the Commission could undertake the review work with three teams. However, in light of the time restrictions placed on the Commission by the Remit Letter it was estimated that it would now require four teams to complete the same work to the timescale referred to above.
7.3 It was agreed that a letter should be drafted to the Assembly outlining the consequences of the restrictions contained in the Remit Letter on the Commission's budgetary requirements and timetable for the fourthcoming Electoral Reviews. It would be necessary to raise the following issues: the remit letter had not been issued in accordance with Assembly procedures; it had further altered the Commission's Operational Plan and more importantly, had significant implications for the Commission's timetable for the forthcoming Electoral Reviews. It would also be necessary to point out that if the Commission was not able to commence its review work until after May 2008 then the Commission would require the Review Directions well before that date. It was agreed that following an initial letter from the Chair to the Minister, a more detailed response would be prepared in relation to the financial aspects and this would be circulated to Members for amendment before being sent.
8. MANAGEMENT STATEMENT AND FINANCIAL MEMORANDUM (MSFM)
8.1 The Secretary reported that he had raised the outstanding issues on the MSFM with the Sponsor Division, as agreed at the last meeting. A response had now been received from the Sponsor Division and these were noted and agreed by the Commission.
9. ANY OTHER BUSINESS
9.1 The Commissioners noted the guidance given to them for the forthcoming Assembly elections.
9.2 It was reported that the Memorandum of Agreement for the Boundary Commission for Wales had now been finalised. It was agreed that the Memorandum of Agreement would be accepted with the proviso that it would be re-examined once the Government's response to the CSPL's Eleventh Inquiry Report was known.
9.3 It was reported that the Local Government Policy Statement 2007 was due to be issued soon.
10. DATE OF NEXT MEETING
10.1 18th April 2007
10/12/2007