LOCAL GOVERNMENT BOUNDARY COMMISSION FOR WALES
18 APRIL 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 1st MARCH 2007
2.1 These were agreed.
3. MATTERS ARISING
Merlin
3.1 The Secretariat had been informed by the Assembly that it was not Merlin's responsibility to undertake the re-cabling work in the Commission's main office as originally thought. It was intended, therefore, that the Secretariat would engage a contractor to undertake this work and the cost would have to be met from the Commission's budget.
Community Reviews
3.3 The Secretary advised that the Electoral Registration Officer of Conwy County Borough Council had informed him that the Community review work for Conwy would now be delayed until after the May Assembly elections.
3.4 It was reported that Bridgend County Borough Council were awaiting a decision from their Executive on whether a Community Review would be undertaken. Nothing further had been received from the Vale of Glamorgan County Borough Council. Both authorities would be contacted again early in May.
3.5 The Draft Proposals for the Wrexham Community review had been published and the deadline for representations had been set for 10th May 2007.
4. REVIEW OF COMMUNITIES IN THE COUNTY OF ISLE OF ANGLESEY
4.1 The Commission considered the draft report in respect of the Anglesey Community review. It was noted that a possible new housing development in the Community of Pentraeth was well within the current community boundary and therefore would not affect the Commission's proposals. The Commission gave further consideration to their proposal to remove the warding in the Community of Cwm Cadnant but concluded that this proposal should stand. It was agreed that the tables in the report showing figures for electorates should have an additional column showing numbers of electors per councillor. It was agreed that, with this addition, the Draft Proposals Report could be translated and published following the Assembly elections.
5. REVIEW OF COMMUNITIES IN THE COUNTY OF POWYS
5.1 The Commission considered the Final Report and it was noted that Powys County Council were content with the Commission's suggested changes to their boundary proposals. It was also noted however that no response had been received to the letters sent to the residents of the two dwellings in Newtown and Llanllwchaiarn. It was agreed that a reminder letter would be issued to the residents giving them a further two weeks to respond. It was agreed that maps should be added to the report to illustrate the proposals for Llanrhaeadr ym Mochnant and Churchstoke / Churchstoke (detached). It was agreed that the Report should be published after the Assembly elections.
6. REVIEW OF COMMUNITIES IN THE COUNTY BOROUGH OF RHONDDA CYNON TAFF
6.1 Pontyclun / Llanharan / Llantrisant
6.1.1 The Commission considered the suggestion from Rhondda Cynon Taff that Ynysddu from the Community of Llanharan and Pant y Dderwen from the Community of Llantrisant be transferred into the Community of Pontyclun. It was reported that the site visit had confirmed that Ynysddu had an affinity with Pontyclun as did Pant y Dderwen. The Commission noted the results of the survey, undertaken by the Clerk of Llanharan Community Council, that showed 83% of the residents of Ynysddu would be in favour of transferring into the Community of Pontyclun. It was agreed that a proposal to realign the boundary between Llanharan, Pontyclun and Llantrisant as suggested by RCT would be included in the Draft Proposals.
6.2 Llanharry / Pontyclun
6.2.1 The Commission considered the suggestion from Rhondda Cynon Taff that Clos Brenin in the Community of Llanharry be transferred to the Community of Pontyclun. The Commission noted the representation from Pontyclun Community Council stating that Clos Brenin had a close affinity with their Community, which had been confirmed by the Secretariat's site visit. It was agreed that a proposal to realign the boundary between Llanharry and Pontyclun as suggested by Rhondda Cynon Taff would be included in the Draft Proposals.
6.3 Llanharry / Pontyclun
6.3.1 The Commission considered the suggestion from Rhondda Cynon Taff that the property of Elms Farm and a section of the adjacent housing estate, currently in the Community of Pontyclun be transferred into the Community of Llanharry. It was reported that the site visit had confirmed that the properties had a clear affinity with the Community of Llanharry. It was also noted that the housing estate was currently divided between the two communities by the existing boundary. It was agreed that a proposal to realign the boundary between Llanharry and Pontyclun as suggested by Rhondda Cynon Taff would be included in the Draft Proposals. It was noted however that a cluster of buildings adjacent to Elms Farm would appear to become isolated by the proposed boundary and it was agreed therefore that the Draft Proposals Report would also request views on whether the proposed boundary should be extended further to include them.
6.4 Hirwaun / Pen-y-waun
6.4.1 The Commission considered the suggestion from Rhondda Cynon Taff that the boundary should be redrawn to transfer Trenant, part of Hirwaun road, Montana Park and Trewaun from the Community of Pen-y-waun into the Community of Hirwaun. It was reported that the site visit had confirmed that the areas in question had an affinity with both communities. It was agreed that a proposal to realign the boundary between Hirwaun and Pen-y-waun as suggested by RCT would be included in the Draft Proposals Report.
7. REPORT OF THE REVIEW OF THE ROLE & FUNCTION OF ELECTED MEMBERS
7.1 The Commission considered the report of the review of the Role and Function of Elected Members and expressed concern that the report was largely focused on scrutiny rather than electoral functions. It was considered that it would be necessary to write to the Local Government Minster after the Assembly elections in May in order to make him/her aware of the Commission's views on what should be included in the Directions for the forthcoming review of electoral arrangements. This would cover issues such as the Commission being given more flexibility in respect of creating multi-member electoral divisions and being allowed to determine the order in which the reviews for each of the local authorities were conducted. It was agreed that the Secretary would draft the letter and circulate to the members before the next meeting.
8. OPERATIONAL PLAN - REMIT LETTER IMPLICATIONS
8.1 The Secretary advised that the Commission's Assembly Sponsor Division had indicated that the Commission's preferred timetable for conducting the review of electoral arrangements would not be possible. The budget for 2007-08 did not allow for any additional staff to be recruited although the Sponsor Division had, however, accepted the Commission's estimated budget requirements for 2008-09 onwards, for which they would need to seek funds. This meant that although the Commission could start the recruitment process for additional staff it would not be possible for any new staff to take up their posts until after 1 April 2008. Concern was also expressed that the Commission's existing offices may not be sufficient for accommodating the number of staff that would now be required to undertake the next review within the proposed (shorter) timescale. It was agreed that the Secretary would draft a letter to the Head of the Assembly's Local Government and Culture Department outlining all the matters raised.
9. THE ELECTORAL COMMISSION RESPONSE TO THE ELEVENTH REPORT OF THE COMMITTEE ON STANDARDS IN PUBLIC LIFE
9.1 The Commission considered the Electoral Commission's response and it was noted that the Electoral Commission still felt that they should have a role in electoral arrangements. The Commission considered that this was not something they would advocate and that they were content with the existing arrangements. It was agreed the Secretary would write to the Assembly advising them of the Commission's concerns.
10. ANY OTHER BUSINESS
10.1 The Committee On Standards In Public Life Annual Report was noted.
10.2 A Cardiff venue for the next Annual Open meeting was agreed. The date would be determined following consultation with the new Assembly Minister.
10.3 It was agreed that, in future, a hard copy of meeting papers would be sent to the Chair. The Deputy Chair requested that his papers be sent in both electronic and paper format and the Member said he was content to receive an electronic copy of the papers. It was agreed that the Secretary would investigate the feasibility of providing the Deputy Chair with a laptop computer.
11. DATE OF NEXT MEETING
11.1 The date of the next meeting was set for 14th June 2007
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.
10/12/2007