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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED That the updates provided be noted.
RESOLVED That the Democratic Services Committee Forward Work Programme be approved with an additional item added to the November 2026 meeting on Democratic Engagement ahead of the 2027 Council Election.
RESOLVED That the contents of the Democracy and Boundary Commission Cymru’s Draft Annual Report for 2026-27 be noted and that the following representations be made to the Commission: (a) That the salary increase for Councillors should be across the board and in line with inflation, whilst recognising that the amount is important in attracting new Councillors. (b) That the payment for Lay Members should be reviewed given that there has been no increase since 2022.
RESOLVED That the revised Participation Strategy Action Plan be noted.
RESOLVED That the planned activity to promote voter registration and participation in the forthcoming elections be noted.
RESOLVED That the content of the report be noted and that the following be recommended to full Council in December: (a) That the meeting room 1BM1 be given to the Democratic Services Team. (b) That the Cabinet Office be added to the pool of available meeting rooms, with consideration given to dividing it back into two rooms. • Councillor Williams then raised a further point regarding the air flow in the Chamber. He stated that the Chamber was designed without opening windows or air conditioning, making it extremely uncomfortable for most meetings outside of winter. He appreciated that installing a full air-conditioning system would be costly, but raised concern around ventilation and wished to know what consideration had been given over the years to improve this matter. He added that alongside issues such as multiple light bulbs not working, the current state did not reflect well on what should be the civic centre of the County, and that improving comfort and presentation should be a priority where possible. Councillor Jacob Williams then Moved the following: That the Committee’s concerns regarding ventilation in the Council Chamber be looked into by the Assistant Chief Executive. Seconded by Councillor Jonathan Grimes. The vote, undertaken by way of a roll call, was carried and the votes were as follows: For the Motion: Councillors Maureen Bowen, Pat Davies, Jonathan Grimes, Michael John, Sam Skyrme-Blackhall and Jacob Williams [6] There were no votes against or abstentions. RESOLVED That the Committee’s concerns regarding ventilation in the Council Chamber be looked into by the Assistant Chief Executive.
RESOLVED That the content of the report be noted.
Apologies for absence were received from Councillors Michelle Bateman and Nicola Gwynn.
There were no Members wishing to speak on an Agenda Item.
The following declaration of interest was received: Item 9 – Democratic Engagement Activity Ahead of Senedd Elections May 2026 Councillor Jonathan Grimes declared a personal interest by virtue of working for a Member of the Senedd.
Moved by Councillor Jonathan Grimes; Seconded by the Chair. The vote, undertaken by way of a show of hands, was carried. Councillors Maureen Bowen, Pat Davies, Michael John and Jacob Williams abstained from the vote as they were not present at the previous meeting. RESOLVED That the Minutes of the Meeting held on 3 July 2025 be approved as a correct record.
Decision as recorded
RESOLVED That the updates provided be noted.
The Head of Democratic Services presented the report and stated that it updated the Committee on Actions from the last meeting on 3 July, to confirm progress and provide assurances that the agreed actions were being followed up. She highlighted that Appendix A outlined two actions, both of which were in progress. Moved by Councillor Jonathan Grimes; Seconded by the Chair. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the updates provided be noted.
Decision as recorded
RESOLVED That the Democratic Services Committee Forward Work Programme be approved with an additional item added to the November 2026 meeting on Democratic Engagement ahead of the 2027 Council Election.
The Head of Democratic Services presented the report and stated that the Forward Work Programme outlined agenda items for the next three cycles. She highlighted that due to the pre-election period for the Senedd Election, starting on 23 March 2026, it would be necessary to bring forward the date of the March meeting of the Committee, and would therefore liaise with the Chair over a suitable date and let Members know in due course. She also added that there was a suggestion that the Committee have a further report on Democratic Engagement ahead of the 2027 Council Elections in November 2026, if Members were in agreement. In considering the report, the following key points were made: • Councillor Jacob Williams referred to the lights, heating and ventilation in the Chamber in County Hall and asked that this be looked into. The Head of Democratic Services confirmed that Councillor Williams could bring this matter up during the Adequacy of the Democratic Services Functions item later in the agenda, and make a recommendation to Council if necessary. • Councillor Michael John asked whether the Peer Review would come back to the Committee, as there may be Recommendations that would be pertinent to the Committee. The Head of Democratic Services confirmed that she did anticipate the Review coming back to the Committee, and believed that the final report would go to Governance and Audit Committee for them to make any Recommendations to Council, with the matter coming before this Committee at some stage. • The Head of Democratic Services wished to clarify whether Members were content with the additional item of Democratic Engagement ahead of the 2027 Council Elections. Members confirmed. Moved by Councillor Michael John; Seconded by Councillor Pat Davies. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Democratic Services Committee Forward Work Programme be approved with an additional item added to the November 2026 meeting on Democratic Engagement ahead of the 2027 Council Election.
Decision as recorded
RESOLVED That the contents of the Democracy and Boundary Commission Cymru’s Draft Annual Report for 2026-27 be noted and that the following representations be made to the Commission: (a) That the salary increase for Councillors should be across the board and in line with inflation, whilst recognising that the amount is important in attracting new Councillors. (b) That the payment for Lay Members should be reviewed given that there has been no increase since 2022.
The Head of Democratic Servicespresented the report and stated that the Democracy and Boundary Commission Cymru issued its draft report for 2026–27 on 23 September, with consultation closing on 18 November. She added that this was the first report since the Commission assumed responsibilities from the Independent Remuneration Panel for Wales on 1 April. She explained that for the financial year commencing April 2026, the basic Councillor salary would remain linked to average Welsh earnings and increase by 6.4% to £21,044, with corresponding uplifts for senior roles (Leader: £71,025; Deputy Leader: £49,717). She also highlighted that payments for Chairs of Joint Scrutiny Committees and Members of National Park and Fire Authorities would also rise, while Co-opted Member rates remain unchanged. She stated that the estimated budget impact was £219,490, and that the Commission intended to make substantive framework changes ahead of the 2027 Election and would review resettlement payments, senior role remuneration, and the index for annual uplifts next year. In considering the report, the following key points were made: • Councillor Jonathan Grimes queried the lack of proposed changes to Co-opted Member payments, noting that while Elected Member salaries were set to increase by 6.4%, Co-opted Member rates had remained unchanged since 2022. He wished to understand the rationale behind this and whether future reviews would address it. • In response, the Head of Democratic Services explained that she was aware that the Standards Committees forum had raised this directly with the Commission, therefore lobbying of this point was taking place, and that any comments made by Committee Members would potentially support that case. • Councillor Michael John acknowledged ongoing discomfort in discussing Councillor pay increases, given that they were the beneficiaries. He questioned whether the recommendations remain unchanged and could not be amended by the Committee. • In response, the Head of Democratic Services stated that now was the time to make comments as this was only the draft report, with the final report to be published early next year. • Councillor John agreed with the comments made by Councillor Grimes and believed that any increase should also apply to Lay Members. He also raised concern regarding the proposed 6.4% rise for elected Councillors, which was considered excessive given current economic pressures and pay restraint in other sectors. He suggested aligning any increase with inflation and questioned why changes could not be deferred and implemented collectively next year. • The Chair agreed. • Councillor Pat Davies also expressed concern regarding the proposed pay increases for Councillors, noting discomfort given current staff pay constraints and public criticism of such rises. She agreed that these issues did not sit well with Members. • Councillor Maureen Bowenagreed with previous speakers but highlighted the challenge of attracting candidates to stand for Council. She highlighted that the current basic allowance of approximately £21,000 was close to minimum wage and may not enable individuals without additional income to consider a career in Local Government. She suggested that this aspect should be taken into account when reviewing remuneration. • Councillor Grimes agreed that pay rises should apply across the board, but also noted that attracting new Councillors required consideration of workload and remuneration, as the current allowance may not be sufficient for those seeking to make a career in Local Government. • The Chair added that some Councillors, including herself, had to leave employment to undertake their current role. She acknowledged that remuneration needed to strike a balance and should be applied fairly across the board. • The Head of Democratic Services confirmed that the following representations, as suggested by Members, would be made to the Commission on behalf of the Committee: · That the salary increase for Councillors should be across the board and in line with inflation, whilst recognising that the amount is important in attracting new Councillors. · That the payment for Lay Members should be reviewed given that there has been no increase since 2022. Moved by Councillor Jonathan Grimes; Seconded by Councillor Pat Davies. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the contents of the Democracy and Boundary Commission Cymru’s Draft Annual Report for 2026-27 be noted and that the following representations be made to the Commission: (a) That the salary increase for Councillors should be across the board and in line with inflation, whilst recognising that the amount is important in attracting new Councillors. (b) That the payment for Lay Members should be reviewed given that there has been no increase since 2022.
Decision as recorded
RESOLVED That the revised Participation Strategy Action Plan be noted.
The Head of Democratic Services presented the report and stated that the Strategy, approved by Cabinet in January 2023, was reviewed annually by this Committee and the Policy and Pre-decision Overview and Scrutiny Committee, and that this was the third review. She stated that the revised Action Plan, attached at Appendix A, showed progress against objectives as at 30 September 2025, which included improved broadband and mobile coverage, the launch of the ‘My First Vote’ roadshow, and the relaunch of the Democracy Champions pack. She highlighted that while digital connectivity and youth engagement showed strong progress, further work was required on public questions and scrutiny participation. She added that promotion of elections and interest in becoming a Councillor would be priority actions ahead of 2027. Councillor Marc Tierney, the Cabinet with responsibility for Young People, Community, Well-being and Future Generations,emphasised the importance of community engagement to ensure understanding of the Council’s role and the different tiers of government. He made reference to upcoming elections, the need to support diversity and attract younger Councillors, and efforts to strengthen Town and Community Councils through the Working Better Together group. Councillor Tierney highlighted ongoing work to engage young people via the Children’s Rights Office, noting changing priorities from cost-of-living concerns to school environment issues. He stressed that listening to community views was essential, and that the Participation Strategy supported this aim. In considering the report, the following key points were made: • Councillor Pat Davies referred to the Working Better Together Strategy and sought clarification as to how many Town and Community Councils had participated. • In response, Councillor Tierney reported limited engagement from Town and Community Councils at recent events, despite efforts to encourage participation. He stated that while the September meeting achieved a reasonable geographic spread, involvement was less than expected. He added that the Working Better Together group aimed to give Town and Community Councils greater control over agendas, with the Council providing support. He also encouraged Councillors to help promote engagement, noting shared challenges such as funding and governance, and highlighting that the Council had expertise to support these bodies in making informed decisions. • Councillor Davies noted that previous attempts at the Strategy generated significant response, but highlighted ongoing barriers between the County Council and Town and Community Councils. She suggested that more work was needed to foster collaboration and clarify the roles and capabilities of Town and Community Councils. • Councillor Tierney added that the next Working Better Together meeting would focus on the Council’s budget, to enable early discussions with Town and Community Councils on service delivery priorities and financial pressures. • The Chairsuggested that direct engagement between the Cabinet Member and Town and Community Councils, in person or online, could help strengthen relationships and encourage participation. • Councillor Tierney confirmed that the Working Better Together forum was open to Clerks and all Town and Community Councillors and currently operates online. While he acknowledged face-to-face engagement was valuable for building relationships, practical challenges were noted. He then suggested exploring cluster-based meetings to improve collaboration and address shared issues, learning from past experiences to strengthen future engagement. • Councillor Michael John highlighted the value of Working Better Together sessions and encouraged greater attendance by Town and Community Councils, noting the benefits of sharing ideas and information. He also urged Members to promote participation locally and raise awareness of opportunities for public engagement, such as submitting questions and accessing live-streamed meetings. Moved by Councillor Pat Davies; Seconded by Councillor Michael John. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the revised Participation Strategy Action Plan be noted.
Decision as recorded
RESOLVED That the planned activity to promote voter registration and participation in the forthcoming elections be noted.
The Electoral Services Managerpresented the report and stated that it outlined planned engagement ahead of the 2026 Senedd elections and noted key changes, including the creation of the Ceredigion-Penfro constituency, an increase in Members of the Senedd from 60 to 96, elections every four years, and a new single-vote system. She explained that engagement plans included a general public campaign, targeted work with young people through the ‘My First Vote’ programme, outreach to foreign nationals via community networks, and support for disabled voters. She then invited Members to suggest further engagement opportunities. In considering the report, the following key points were made: • The Chair noted the importance of engagement across all sectors, including younger people and those with disabilities. She also referred to the presence of community hubs, warm rooms, and similar initiatives throughout the County, which serve as key focal points for outreach and should be prioritised for targeted engagement. • Councillor Jonathan Grimes referred to the introduction of a new proportional representation system, which would replace the current arrangement with six Members of the Senedd per constituency. He noted that this represented a significant change from the existing system, and there was a need to ensure the public was well-informed about how it worked and its potential impact. • The Electoral Services Manager confirmed that she would be able to include that aspect into the engagement activity. She also informed Members of opportunities to share key election messages, with the Electoral Commission supporting this work. She stated that a leaflet would be circulated containing essential information, as well as the Wales Election Information Platform, currently under development, providing an online one-stop resource for voters. She explained that this platform would allow users to enter their postcode to access details on local candidates, polling stations, accessibility arrangements, and guidance on the new voting system. • Councillor Pat Davies stressed the importance of ensuring election information was accessible to all, noting that many community members were not digitally literate. She stated that while online resources would be valuable, it was highlighted that printed materials, such as leaflets, remained essential for reaching these groups. She also believed that clear communication on the new voting system was particularly important, as the changes may be complex for voters to understand. • The Electoral Services Manager explained that an information leaflet would be delivered to every household, and to maximise its impact, she added that work would be undertaken with community groups such as warm rooms, disability organisations, and age-related groups to raise awareness ahead of the leaflet drop. She added that a digital version would also be shared with those who were online to encourage wider distribution within communities. Moved by Councillor Maureen Bowen; Seconded by Councillor Michael John. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the planned activity to promote voter registration and participation in the forthcoming elections be noted.
Decision as recorded
RESOLVED That the content of the report be noted and that the following be recommended to full Council in December: (a) That the meeting room 1BM1 be given to the Democratic Services Team. (b) That the Cabinet Office be added to the pool of available meeting rooms, with consideration given to dividing it back into two rooms. • Councillor Williams then raised a further point regarding the air flow in the Chamber. He stated that the Chamber was designed without opening windows or air conditioning, making it extremely uncomfortable for most meetings outside of winter. He appreciated that installing a full air-conditioning system would be costly, but raised concern around ventilation and wished to know what consideration had been given over the years to improve this matter. He added that alongside issues such as multiple light bulbs not working, the current state did not reflect well on what should be the civic centre of the County, and that improving comfort and presentation should be a priority where possible. Councillor Jacob Williams then Moved the following: That the Committee’s concerns regarding ventilation in the Council Chamber be looked into by the Assistant Chief Executive. Seconded by Councillor Jonathan Grimes. The vote, undertaken by way of a roll call, was carried and the votes were as follows: For the Motion: Councillors Maureen Bowen, Pat Davies, Jonathan Grimes, Michael John, Sam Skyrme-Blackhall and Jacob Williams [6] There were no votes against or abstentions. RESOLVED That the Committee’s concerns regarding ventilation in the Council Chamber be looked into by the Assistant Chief Executive.
The Head of Democratic Services presented the report and stated that since the last report to the Committee, the Democratic Services team had experienced significant capacity challenges: one experienced Officer left in August and the post was offered as part of the 5% savings; another Officer was on long-term sick leave; and a third would commence maternity leave in the new year. She explained that internal arrangements were being made to cover maternity leave, including temporary support and role adjustments. To manage workloads, she highlighted that AI tools were being used for drafting minutes, as well as separating English and Welsh agendas and consolidating questions and motions into a single document, in order to reduce duplication and improve efficiency. Regarding accommodation, she stated that the team currently shared a two-person office with the Monitoring Officer, and that the Committee previously requested exploration of a dedicated space near the Council Chamber for better Member support; discussions with Law and Governance and Facilities were ongoing, though space remains limited. In considering the report, the following key points were made: • The Chair expressed concern regarding the current office arrangements for Democratic Services, noting issues of confidentiality, space, and the impact on efficiency. She felt that the team required a designated area that was both suitable for their workload and accessible to Members. She emphasised the importance of providing an appropriate working environment for the team, and further discussion on options was invited. • Councillor Jonathan Grimes also expressed strong support for providing accommodation for the Democratic Services team, noting the essential role it plays in supporting Members and the Council’s operations. He raised concern that despite significant efforts to achieve required savings and maintain service quality amid staffing challenges, the team continued to operate without adequate space. He highlighted that workloads remained high and were likely to increase ahead of future elections, and urged that suitable arrangements be prioritised. • Councillor Pat Davies also expressed concern and noted that the shared office was inadequate, creating an unsuitable working environment for the team. She suggested that serious consideration be given to relocating the team to the Cabinet Office on the same floor as the Council Chamber, which was often unoccupied, or alternatively to the meeting room adjacent to the Chamber stairs. • Councillor Maureen Bowen expressed appreciation for the support provided by Democratic Services and queried whether the Chairman’s suite could be considered as a potential office space for the team. She noted that the room was rarely used, even during her tenure as Chair, and suggested that its size could make it suitable for Democratic Services. • In response, the Head of Democratic Services explained that that room was allocated for use by the Chair of Council for meetings with groups and was otherwise a bookable meeting room. She acknowledged that the space would be suitable in size, but its current purpose must be considered. • Councillor Michael John raised concerns regarding the shared office arrangement with the Monitoring Officer, noting that it was not viable for confidential discussions or meetings. He highlighted the lack of suitable private space and questioned why the previous Democratic Services office near the Chamber was no longer available. He also suggested exploring options to reconfigure existing spaces, such as the Members’ Room or Cabinet Room, which were often underutilised, to provide a dedicated area for Democratic Services. While acknowledging the Chairman’s Suite as a potential option, he noted its ceremonial purpose and suggested that adapting part of the Members’ Room or Cabinet Room may be more appropriate. • Councillor Jacob Williams explained that the room currently referred to as the Cabinet Room was rarely used by Cabinet and could be added to the pool of bookable meeting spaces in County Hall. In contrast, he stated that the small office at the top of the stairs near the Chamber would be ideal for Democratic Services due to its proximity to both the Chamber and Committee rooms. He believed that allocating this space would improve accessibility and efficiency, while making better use of underutilised areas such as the Cabinet Room and Chairman’s Suite. • The Head of Democratic Services stated that that particular room had not been explored as it was currently a designated meeting room, and meeting rooms were considered premium space within the building. She explained that the Teams’ previous office was taken over by Planning Services, though that space also appeared to be underutilised. She stated that she would be happy to take these points back to Facilities and the Head of Law and Governance to explore what options might be achievable. • Councillor Williams proposed that consideration be given to allocating the small office near the Chamber to Democratic Services, as it would provide a modest but accessible space for the team. Additionally, he suggested that if the Cabinet Room was not currently part of the pool of bookable meeting rooms, it should be added, and if it was already included, then consideration should be given to re-dividing it back into two rooms to create additional meeting space. Councillor Jacob Williams then Moved the following: That the content of the report be noted and that the following be recommended to full Council in December: (a) That the meeting room 1BM1 be given to the Democratic Services Team. (b) That the Cabinet Office be added to the pool of available meeting rooms, with consideration given to dividing it back into two rooms. Seconded by the Chair. • Councillor John then referred to the status of the Cabinet Room, and stated that it was his understanding that it was always designated as the Cabinet Room, but during Covid it was opened up for general office use. He stated that whether it becomes a meeting room or was repurposed, it should not sit unused, and was happy with the suggestions put forward to make better use of these spaces. • Councillor Davies agreed with the Motion Moved by Councillor Williams. She then sought clarification as to whether the room where Democratic Services used to be was now fully occupied. • In response, the Head of Democratic Services believed that that room was now used by the Planning Service, but she understood that there were a few people occupying that room. The vote, undertaken by way of a roll call, was carried and the votes were as follows: For the Motion: Councillors Maureen Bowen, Pat Davies, Jonathan Grimes, Michael John, Sam Skyrme-Blackhall and Jacob Williams [6] There were no votes against or abstentions. RESOLVED That the content of the report be noted and that the following be recommended to full Council in December: (a) That the meeting room 1BM1 be given to the Democratic Services Team. (b) That the Cabinet Office be added to the pool of available meeting rooms, with consideration given to dividing it back into two rooms. • Councillor Williams then raised a further point regarding the air flow in the Chamber. He stated that the Chamber was designed without opening windows or air conditioning, making it extremely uncomfortable for most meetings outside of winter. He appreciated that installing a full air-conditioning system would be costly, but raised concern around ventilation and wished to know what consideration had been given over the years to improve this matter. He added that alongside issues such as multiple light bulbs not working, the current state did not reflect well on what should be the civic centre of the County, and that improving comfort and presentation should be a priority where possible. Councillor Jacob Williams then Moved the following: That the Committee’s concerns regarding ventilation in the Council Chamber be looked into by the Assistant Chief Executive. Seconded by Councillor Jonathan Grimes. The vote, undertaken by way of a roll call, was carried and the votes were as follows: For the Motion: Councillors Maureen Bowen, Pat Davies, Jonathan Grimes, Michael John, Sam Skyrme-Blackhall and Jacob Williams [6] There were no votes against or abstentions. RESOLVED That the Committee’s concerns regarding ventilation in the Council Chamber be looked into by the Assistant Chief Executive.
Decision as recorded
RESOLVED That the content of the report be noted.
The Head of Democratic Services presented the report and stated that Committee established a Working Group to begin planning for the 2027 Induction Programme. She stated that the Group met on 13 October and agreed its terms of reference and a timetable of work to deliver the elements of the action plan, approved at the last meeting. She added that it had been agreed that the Group would meet every other month, with the next meeting scheduled for 9 December, where the Group would review the Member Support Self-Evaluation Framework and adapt it to meet the Authority’s needs for implementation in 2027. She added that the Group also agreed to examine barriers that may prevent individuals from standing as candidates, and that periodic updates would be provided to the Committee for information. Moved by Councillor Jonathan Grimes; Seconded by Councillor Michael John. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the content of the report be noted.
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