The Procedures Committee of Devon Council met on Thursday, 23 April 2026, to discuss and make decisions on several key governance matters. The committee reviewed and updated the Audit Committee's terms of reference, approved changes to the use of substitute members for council meetings, and revised the operating principles and name of the Locality Budget Scheme. Additionally, councillors gained access to the Local Government Pension Scheme.

Audit Committee Terms of Reference

The committee endorsed proposed revisions to the Audit Committee's terms of reference, which will be recommended to the full Council for approval. These updates, based on a self-assessment against the Chartered Institute of Public Finance and Accountancy (CIPFA) 2022 Practical Guidance, aim to strengthen the committee's governance, assurance, and audit oversight. Key changes include the annual approval of the Internal Audit Strategy and Charter, clarification of the committee's quoracy, explicit reporting lines, and the formalisation of an annual report requirement. Councillor Andrea Davis proposed the motion, which was seconded by Councillor Jess Bailey, and it was carried unanimously.

Use of Substitutions for Meetings

The committee approved recommendations for the use of substitute members at Devon County Council meetings, aiming to maintain quoracy, political proportionality, and ensure meetings can continue lawfully. This decision follows a review by the Governance Working Group and benchmarking against other councils. Substitutions will generally be permitted, with named substitutes appointed in advance, drawn from the same political grouping. However, certain committees, including Highways and Traffic Orders Committees, the Cabinet, the Health and Wellbeing Board, and externally appointed bodies, will be excluded from substitution. A crucial safeguard is that substitute members must complete all required training for regulatory or quasi-regulatory committees before they can act as a substitute. Notice of substitution must be given by 12 noon on the working day prior to the meeting, with discretion for the Chair to accept later notice in exceptional circumstances. The substantive member will not be able to resume their seat once a substitution has taken effect for a meeting. Councillor Jess Bailey proposed the motion, which was seconded by Councillor Michael Fife Cook, and it was carried unanimously.

Locality Budget Scheme Revisions

The committee agreed to several revisions to the Locality Budget Scheme. Firstly, a process for allocating funds during periods of member absence was endorsed, which will transfer decision-making responsibility to the relevant Group Leader or the Leader of the Council, following consultation. This ensures continuity of service to communities. Secondly, the committee voted to keep the name of the scheme as Locality Budget, rejecting proposals for renaming. Councillor Jess Bailey proposed keeping the existing name, which was seconded by Councillor Sue Davies, and this was carried unanimously. Thirdly, regarding the carry-forward of unspent funds, the committee recommended a full carry-forward of unspent funds from the 2025-2026 financial year into 2026-2027, acknowledging the learning curve for new councillors. For future years, the committee recommended a full carry-forward of remaining balances from the current year's allocation, rather than a 50% limit. Councillor Andrea Davis proposed the full carry-forward for the current financial year, seconded by Councillor Andrew Leadbetter, which was unanimously approved. Subsequently, Councillor Michael Fife Cook proposed a full carry-forward of remaining balances for future years, seconded by Councillor Andrew Leadbetter, which was also approved, with Councillor Dan Thomas abstaining. Finally, minor administrative amendments to the constitution were endorsed to reflect these changes.

Councillor Access to the Local Government Pension Scheme

The committee noted the legislative changes that restore access to the Local Government Pension Scheme (LGPS) for councillors in England on an opt-in basis from 11 May 2026. Historically, councillors had access to the LGPS, which was removed in 2014, but has now been reinstated following government consultation. Councillors will be eligible to join the LGPS in respect of their elected role, with pensionable pay based on eligible allowances. The members' allowances scheme will be updated to reflect this change. Councillor Andrea Davis proposed noting these changes, which was seconded by Councillor Michael Fife Cook, and this was unanimously approved.