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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED: It is recommended that Members: - Note the Members Personal Development Review Scheme - Approves that the Democratic Services Manager will communicate with the Welsh Local Government Association (WLGA) and political groups to explore a cohort of current members to undertake the training to conduct Personal Development Reviews. - Approves that the Democratic Services Manager will communicate with all Members via email, reminding them of the scheme and inviting them to complete a Personal Development Review should they so wish.
RESOLVED: It is recommended that that the Democratic Services Committee note the Members Annual Report Scheme and that the Democratic Services Manager communicates with all Members via email, reminding them of the scheme and inviting them to complete an Annual Report should they so wish
RESOLVED: That the Committee considers and comments on the Determinations made by the Democracy and Boundary Commission in their draft Annual Remuneration Report for 2026/27. That the Head of Democratic Services be authorised to make a response on behalf of the Democratic Services Committee reflecting the decision and comments made at the meeting, to the Independent Remuneration Panel for Wales.
RESOLVED: It is recommended that the Democratic Services Committee provide feedback on and approve the Guide for Councillors on ‘Handling Harassment, Abuse and Intimidation – A Guide for Personal Safety and Security’.
RESOLVED: It is recommended that the Democratic Services Committee approve the Multi Location Meeting Policy and Public Attendance at Meeting Guidance as shown at Appendix 1 and 2
There were no declarations of interest received.
The minutes of the meeting held on 21 July 2025 were approved as a true and accurate record. The Chair advised that one of the previously agreed resolutions—to write to Southwest Police regarding concerns about harassment, stress, and community safety—has been actioned. A letter was issued and a response will be shared with members when it is received.
Decision as recorded
RESOLVED: It is recommended that Members: - Note the Members Personal Development Review Scheme - Approves that the Democratic Services Manager will communicate with the Welsh Local Government Association (WLGA) and political groups to explore a cohort of current members to undertake the training to conduct Personal Development Reviews. - Approves that the Democratic Services Manager will communicate with all Members via email, reminding them of the scheme and inviting them to complete a Personal Development Review should they so wish.
Members were asked to consider the current arrangements for the member development review process. The process is required by legislation and is designed to support active members identifying their development needs and ensuring that they have the skills and knowledge required for their role. Members were reminded that the should they wish to take advantage of this opportunity, that the scheme does exist and members are provided with a copy of the policy on the agenda. Officers advised that the spaces are limited. The LGA will undertake the review and the outcome of that review will be to work with the Democratic Series Manager to determine the avenues which are available and that can be supported to address it in line with individual member needs. It will be dependant upon the range of courses offered by the, WLGA, the Local Government Association and other different aspects. It will be largely dependant upon the subject matter that is identified in the review. It was noted that support will be required to operate within budget constraints. RESOLVED: It is recommended that Members: - Note the Members Personal Development Review Scheme - Approves that the Democratic Services Manager will communicate with the Welsh Local Government Association (WLGA) and political groups to explore a cohort of current members to undertake the training to conduct Personal Development Reviews. - Approves that the Democratic Services Manager will communicate with all Members via email, reminding them of the scheme and inviting them to complete a Personal Development Review should they so wish.
Decision as recorded
RESOLVED: It is recommended that that the Democratic Services Committee note the Members Annual Report Scheme and that the Democratic Services Manager communicates with all Members via email, reminding them of the scheme and inviting them to complete an Annual Report should they so wish
Members considered the report as circulated within the agenda pack. The Members’ Annual Report Scheme was introduced in 2011 to provide elected members with an opportunity to share information about their work with constituents. The scheme offers guidance and a standard template (Appendix 1) for members who wish to publish an annual report on the Council’s website under their individual member page. While the scheme is available, it is acknowledged that many members prefer more informal methods of communication, such as social media, to engage with residents. Nevertheless, Democratic Services will continue to support any member who wishes to produce and publish an annual report. Following the meeting, the Democratic Services Manager will circulate the guidance and template to all members. Those interested can complete and return the template for publication, and assistance will be provided to any member requiring support. It was noted that it is not a legal requirement for a councillor to produce an annual report. However, members have the discretion to produce one. There is a section on each member’s individual page where annual reports can be published and members can refer to this on social media if they wish to do so. It was noted that whilst the authority cannot actively promote when a member has produced an annual report, the authority can promote the ability for members to produce an annual report. Members agreed to bring the template before a future meeting for consideration with a view to update. RESOLVED: It is recommended that that the Democratic Services Committee note the Members Annual Report Scheme and that the Democratic Services Manager communicates with all Members via email, reminding them of the scheme and inviting them to complete an Annual Report should they so wish
Decision as recorded
RESOLVED: That the Committee considers and comments on the Determinations made by the Democracy and Boundary Commission in their draft Annual Remuneration Report for 2026/27. That the Head of Democratic Services be authorised to make a response on behalf of the Democratic Services Committee reflecting the decision and comments made at the meeting, to the Independent Remuneration Panel for Wales.
Members considered the report as circulated within the agenda pack. It was noted that this is the first report of the Democracy and Boundary Commission, since it has taken over the functions of the previous Independent Remuneration Panel Wales. The report considers the upgrading of the remuneration amounts where appropriate, but the framework itself remains unchanged. Officers advised that it is likely that the report for 2027-2028, will significantly update the framework in readiness for members who will be elected in 2027 local government elections. The types of changes and considerations the Commission are considering on pages four and five of the report. It was noted that the proposed basic salary will be increased by 6.4%. There is no specific consultation questions to respond to, but members in their own right and the Democratic Services Committee are invited to respond to any observations. RESOLVED: That the Committee considers and comments on the Determinations made by the Democracy and Boundary Commission in their draft Annual Remuneration Report for 2026/27. That the Head of Democratic Services be authorised to make a response on behalf of the Democratic Services Committee reflecting the decision and comments made at the meeting, to the Independent Remuneration Panel for Wales.
Decision as recorded
RESOLVED: It is recommended that the Democratic Services Committee provide feedback on and approve the Guide for Councillors on ‘Handling Harassment, Abuse and Intimidation – A Guide for Personal Safety and Security’.
Members considered the draft guidance as circulated within the agenda pack. Following the work of the Task and Finish Group and its resulting action plan, officers have developed a draft guidance document to assist members in managing personal safety and security. The draft document, presented for consideration and approval, consolidates useful information and includes appendices such as generic risk assessments and sample wording for online use when addressing challenging situations. Members were informed that there would be training coordinated by the Health & Safety Team with regards to risk assessments to address any particular issues that crop up when undertaking some of the day to day work. There will also be an All Member Seminar about members having access to a potentially violent persons register to assist with members constituency work. A cohesive approach bringing more members together to discuss the system, what works and what further controls are needed and ones that members need to be made aware of. There will be some additional documents that will be required to be agreed by members. Members queried if it would be beneficial to have a buddy system? Whilst it is not something that can be compelled upon members, a section of the policy could encourage and suggest members consider. It was also noted that there will be a form available on the members hub, where forms of harassment or any particular issues that members have encountered can be reported and recorded. It won’t necessarily report the issue to the police official, but ensures that there is transparency with any issues encountered. The monitoring officer will have access to the information, and members can be offered the additional support as required. It also provides a system for tangible evidence to be recorded which may assist in future discussions and decision making. RESOLVED: It is recommended that the Democratic Services Committee provide feedback on and approve the Guide for Councillors on ‘Handling Harassment, Abuse and Intimidation – A Guide for Personal Safety and Security’.
Decision as recorded
RESOLVED: It is recommended that the Democratic Services Committee approve the Multi Location Meeting Policy and Public Attendance at Meeting Guidance as shown at Appendix 1 and 2
Members considered the guidance as circulated within the agenda pack. Members were advised that the updates are necessary to ensure the Council continues to meet the statutory duties under the Local Government Election Wales Act 2021, particularly in relation to public participation and transparency. The key change is the formal adoption of Microsoft Teams Live as a platform for webcasting or public meetings, as well as the addition of Teams. The guidance strengths the Council’s approach by clarifying how committee members can access and participate in meetings, and outlines how the public and press can observe meetings and where appropriate participate in meetings. It emphasises the importance of professionalism and appropriate settings for virtual attendance. The accompanying guidance for public attendance has also been updated to reflect the use of themes. The approach fulfils legal obligations of the authority and supports public participation, promoting openness and removing barriers for democratic engagement. Members were informed that Teams Live would allow instantaneous access to council meetings. However, the process for also uploading a recording for retrospective viewing would still be adhered to. There is guidance provided in terms of using council media footage and removing certain elements of consent, however ensuring that data is used in a way that accurately reflects proceedings and decisions made at meetings of council. RESOLVED: It is recommended that the Democratic Services Committee approve the Multi Location Meeting Policy and Public Attendance at Meeting Guidance as shown at Appendix 1 and 2
The Forward Work Programme was noted.
There were no urgent items.
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
Declarations are read from the minutes once they are published.
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