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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 Democratic Services Committee: • Notes the revised HMRC mileage rates effective from 6 April 2026. • Approves the adoption of the revised mileage rates for all eligible members' travel claims with effect from the date of this report. • Authorises the Chief Legal Officer and Head of Democratic Services to update all associated guidance, claim forms and administrative procedures.
Resolved: It is recommended that: • members note the feedback from the Annual Member Survey 25/26. • the feedback from the Member Induction 2022 be considered as part of the development of the Member Induction Programme 2027 • the Head of Democratic Services consult with other officers on potential actions to be taken in response to the survey to implement the proposed action plan.
Resolved: That Members: 1. Note the completion of the Harassment, Abuse and Intimidation Guidance for Elected Members; 2. Re-endorse the guidance as a valuable resource for supporting Members in carrying out their duties safely and effectively; 3. Note the proposed next steps outlined within the report; and 4. Provide comments, observations and recommendations regarding any additional measures they consider should be explored or implemented.
Resolved: It is recommended that Democratic Services Committee: 1. Approves the Digital, Information Governance and ICT Policy for Elected Members 2027-2032 attached at Appendix 1. 2. Approves the Member Responsibilities Acknowledgement process set out within the Policy. 3. Agrees that Democratic Services Committee shall receive periodic reports regarding implementation of the Policy, member training completion, cyber security awareness activity and any emerging governance issues affecting members.
There were no declarations of interest.
The minutes of the meeting held on 20th April 2026 were approved as a true and accurate record.
Decision as recorded
Resolved: It is recommended that Democratic Services Committee: • Notes the revised HMRC mileage rates effective from 6 April 2026. • Approves the adoption of the revised mileage rates for all eligible members' travel claims with effect from the date of this report. • Authorises the Chief Legal Officer and Head of Democratic Services to update all associated guidance, claim forms and administrative procedures.
Members considered the report seeking approval to update Members' travel and subsistence arrangements in line with the revised HMRC mileage rates. The proposed changes would align Members' mileage rates with those already adopted for officers and ensure consistency across the Authority. Resolved: It is recommended that Democratic Services Committee: • Notes the revised HMRC mileage rates effective from 6 April 2026. • Approves the adoption of the revised mileage rates for all eligible members' travel claims with effect from the date of this report. • Authorises the Chief Legal Officer and Head of Democratic Services to update all associated guidance, claim forms and administrative procedures.
Decision as recorded
Resolved: It is recommended that: • members note the feedback from the Annual Member Survey 25/26. • the feedback from the Member Induction 2022 be considered as part of the development of the Member Induction Programme 2027 • the Head of Democratic Services consult with other officers on potential actions to be taken in response to the survey to implement the proposed action plan.
Members considered the report as circulated within the agenda pack. Officers thanked Members for their engagement with the survey, noting that 51 responses had been received from 60 elected Members, representing an 85% response rate. The findings would inform future improvements, Member development activity and planning for the 2027 Member Induction Programme. Members noted strong support for the reintroduction of budget scrutiny arrangements and a budget seminar prior to Budget Council. Officers confirmed that these arrangements had already been reinstated following discussions with Scrutiny Chairs and Vice-Chairs. The Committee considered feedback regarding meeting start times. Officers advised that there was no single meeting time that met the needs of all Members. Following the trial of a 1.00 p.m. Council start, which had generally worked well, a one-off trial of a 4.00 p.m. Council meeting would take place in October. Attendance and departure data would be monitored and reported back to Members to assess the impact on attendance and inclusivity. Members discussed the impact of meeting start times on both childcare and employment commitments. Officers advised that the proposed 4.00 p.m. Council meeting was intended to test whether later start times improved accessibility for working Members, while recognising that no single meeting time would suit all Members. Alternative meeting times, including evening meetings, were also discussed and there was a difference of opinion whether this was suitable for members. Members observed that only around one third of Members engaged with officers or attended pre-briefs before meetings. The importance of increasing engagement with officer briefings and pre-meeting sessions was highlighted and it was suggested this should form part of future Member induction arrangements. Members referred to survey feedback on travel arrangements, noting that 42 Members travelled to meetings by personal car or private vehicle, which was important to take into consideration as the authority makes decisions about active and sustainable travel. It was suggested that future surveys should identify how many Members work alongside being a councillor so the authority can better understand how work commitments affect scrutiny and decision-making. Officers agreed that Members' circumstances vary considerably and there was not an arrangement that would suit all members. It was noted that Members can request time off work and there are childcare and care support policies, but practical barriers remain. The authority needed to demonstrate an inclusive approach to meetings ahead of the 2027 elections, especially for prospective candidates in full-time work. Members suggested that, alongside attendance and departure data, a short questionnaire should be sent to all Members immediately after the trial 4.00p.m Council meeting to capture members’ feedback. Officers agreed and confirmed this would be actioned. Members referred to page 28 of the report and questioned how members accessed documents outside of the Mod.Gov application. Officers responded that Democratic Services no longer routinely print papers for Members except in very exceptional circumstances, and that many Members may be accessing agenda papers directly through the website link contained in the email notification. Members commented that if dissatisfaction with ModGov was high, the authority could consider alternative arrangements to ModGov. Officers confirmed that alternative arrangements were being explored. Resolved: It is recommended that: • members note the feedback from the Annual Member Survey 25/26. • the feedback from the Member Induction 2022 be considered as part of the development of the Member Induction Programme 2027 • the Head of Democratic Services consult with other officers on potential actions to be taken in response to the survey to implement the proposed action plan.
Decision as recorded
Resolved: That Members: 1. Note the completion of the Harassment, Abuse and Intimidation Guidance for Elected Members; 2. Re-endorse the guidance as a valuable resource for supporting Members in carrying out their duties safely and effectively; 3. Note the proposed next steps outlined within the report; and 4. Provide comments, observations and recommendations regarding any additional measures they consider should be explored or implemented.
Members considered the completed Harassment, Abuse and Intimidation Guidance developed by the Task and Finish Group. Officers advised that the guidance brings together practical advice, support resources and signposting for current and prospective elected Members. Members welcomed the document, describing it as a valuable and practical resource. Members asked what support was available to members following incidents of abuse, whether online or in person, particularly in relation to mental health and wellbeing support. Officers offered to circulate a consolidated reminder of available support services to all Members. This would include information on the Employee Assistance Programme, which provides access to counselling, mental health and financial wellbeing support. Members welcomed the Members' Buddy System and discussed personal safety considerations, including the publication of home addresses and other personal information. Officers confirmed that publication of personal details remained a matter of individual choice. The Committee further acknowledged that experiences of harassment vary significantly and noted concerns regarding the increasing hostility associated with public office. Members observed that this could discourage potential candidates from standing for election. Resolved: That Members: 1. Note the completion of the Harassment, Abuse and Intimidation Guidance for Elected Members; 2. Re-endorse the guidance as a valuable resource for supporting Members in carrying out their duties safely and effectively; 3. Note the proposed next steps outlined within the report; and 4. Provide comments, observations and recommendations regarding any additional measures they consider should be explored or implemented.
Decision as recorded
Resolved: It is recommended that Democratic Services Committee: 1. Approves the Digital, Information Governance and ICT Policy for Elected Members 2027-2032 attached at Appendix 1. 2. Approves the Member Responsibilities Acknowledgement process set out within the Policy. 3. Agrees that Democratic Services Committee shall receive periodic reports regarding implementation of the Policy, member training completion, cyber security awareness activity and any emerging governance issues affecting members.
Members considered the report as circulated within the agenda pack. Officers advised members that the policy provides an updated framework to support Members in the effective and secure use of technology and information. Members welcomed the document and highlighted the value of the guidance relating to social media use, digital security and online engagement. Members commented on the growing role of artificial intelligence (A.I), and sought clarification on how A.I was being managed within the Authority. Officers advised that A.I should be viewed as a supporting tool rather than a replacement for professional judgement and confirmed that appropriate safeguards and security measures were in place. Members noted that the final version of the policy would be presented to the Committee in November 2026 following consultation with Members. Resolved: It is recommended that Democratic Services Committee: 1. Approves the Digital, Information Governance and ICT Policy for Elected Members 2027-2032 attached at Appendix 1. 2. Approves the Member Responsibilities Acknowledgement process set out within the Policy. 3. Agrees that Democratic Services Committee shall receive periodic reports regarding implementation of the Policy, member training completion, cyber security awareness activity and any emerging governance issues affecting members.
Members considered the Forward Work Programme. Officers highlighted the Committee's key role in developing the 2027 Member Induction Programme in preparation for the local government elections. Draft proposals would be presented to the November meeting and would build upon lessons learned from the 2022 induction process, including information scheduling, committee onboarding and equipment provision for newly elected Members. Members emphasised the importance of ensuring prospective candidates have a clear understanding of the expectations and demands of the councillor role before standing for election. 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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