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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 consideration of the report be deferred pending further review and consideration by the Governance and Audit Committee, with a revised report to be submitted to a future meeting of the Democratic Services Committee
There were no apologies for absence.
The Chair was authorised to sign the minutes of the previous Committee meeting held on the 4th June 2026 as a correct record subject to the following amendments under item 8. Amendments to the Constitution. ‘To note the minor amendments made to the constitution by the Head of Legal and Monitoring Officer as set out in section 2 of the report’.’
There were no declarations of interest.
Decision as recorded
Resolved that consideration of the report be deferred pending further review and consideration by the Governance and Audit Committee, with a revised report to be submitted to a future meeting of the Democratic Services Committee
The Chair advised that he had requested for the report to be deferred for further review due to concerns raised by the Governance and Audit Committee. The Head of Business Intelligence and Governance informed the Committee that the report had been prepared in response to a recommendation arising from the Council's External Panel Performance Assessment, she further advised that the Governance and Audit Committee had requested involvement in the review and that a future report would be considered by that Committee. Councillor Ian Harrison joined the meeting. It was suggested that the future role of the Budget Advisory Group be considered as part of the review. It was moved and duly seconded to postpone consideration of the report and withdraw the item from the agenda. Resolved that consideration of the report be deferred pending further review and consideration by the Governance and Audit Committee, with a revised report to be submitted to a future meeting of the Democratic Services Committee
The Committee considered the report and Protocol. The Monitoring Officer explained that the Protocol had been reviewed to ensure a consistent process for handling correspondence, meeting requests and communications received from Members of the Senedd and Members of Parliament. It was proposed to remove references to Councillors from sections 7.1 and 7.2 of the Correspondence Protocol. Members raised additional amendments to improve clarity, including clarifying references to “members” and “elected representatives”, the scope of meeting requests and correspondence, and the application of the protocol to other groups. It was moved and duly seconded to approve the Correspondence Protocol subject to the removal of references to Councillors in sections 7.1 and 7.2 and the incorporation of the amendments raised by Committee members. Resolved Reason for Recommendation: To approve the Protocol (Appendix 1) subject to the removal of references to Councillors in sections 7.1 and 7.2 and the incorporation of the amendments and clarifications raised by Committee members, for use by Officers in dealing with Correspondence from Members of the Senedd (MS) and Members of Parliament (MP). To establish a clear, consistent, transparent and proportionate corporate process for handling correspondence.
The Committee considered the report in respect of minor amendments to the constitution. It was moved and duly seconded to note the minor amendments made to the constitution by the Head of Legal and Monitoring Officer as set out in section 2 of the report. The Committee considered amendments to sections 2, 9, 11 and 17 of the constitution requiring Council approval. The Monitoring Officer advised that the amendments were necessary to reflect the introduction of the Local Government Pension Scheme (LGPS) (Amendment) (Governance) Regulations 2026, it was noted that the Regulations require administering authorities to appoint a Senior LGPS Officer as a new statutory officer post and an Independent Person. It was moved and duly seconded to approve each of the proposed amendments to the Constitution as set out in Section 3 of the report and to make recommendations to Council as the Committee considers appropriate. A member queried how consistency is maintained across the Constitution, the Monitoring Officer explained that regular reviews are undertaken with Officers to ensure the Constitution is up to date and fit for purpose. Recommendation: Reason for Recommendation: To note the minor amendments made to the Constitution by the Head of Legal Services and Monitoring Officer set out in section 2 of the report. To monitor, review and make minor amendments to the Constitution in accordance with Rules 2.4, 2.7 and 2,8 of the Constitution. To further ensure compliance with legislative requirements. To consider each of the proposed amendments to the Constitution as set out in Section 3 of the report and make such recommendations to Council as the committee considers appropriate. In compliance with the Council’s obligations to ensure that the Constitution is reviewed regularly and remains fit for purpose.
The Committee noted the Forward Work Programme. The Committee was advised that an additional meeting may need to be scheduled prior to the 4 February 2026.
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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