The Democratic Services Committee met to discuss a range of issues, including councillor training, ICT protocols, and the broadcasting of council meetings. The committee agreed to note the contents of a report on the 21st Century Councillor, tasking the Chair and Head of Democratic Services with incorporating feedback from the meeting to align themes from the report, and to deliver an in-person workshop facilitated by representatives from Birmingham University. The committee also agreed to delegate authority to the Head of Democratic Services, in consultation with the Chair of the Democratic Services Committee, to finalise a consultation response to the Democracy and Boundary Commission Cymru (DBCC) regarding the Draft Annual Remuneration Report for 2026–27.

Draft Annual Remuneration Report 2026-27

The committee discussed the Draft Annual Remuneration Report 2026–27 from the Democracy and Boundary Commission Cymru (DBCC). The report outlines proposed determinations on the remuneration, expenses, and benefits for elected and co-opted members across Wales' principal councils, community and town councils, fire and rescue authorities, and national park authorities.

Members commented on the proposed consideration of resettlement payments for members who lose their seat at an election, agreeing that the impact of losing a seat was brutal .

The committee agreed that the council would provide feedback on behalf of the committee. They delegated authority to the Head of Democratic Services, in consultation with the Chair of the Democratic Services Committee, to finalise the consultation response and submit it to the DBCC before the end of the consultation period on 18 November 2025.

Consultation - Extending the Duty on Local Authorities to Broadcast Meetings

The Democratic Services Committee considered a report on the Welsh Government's consultation regarding the extension of the duty on local authorities to broadcast meetings. Currently, only full council meetings are required to be webcast, but the consultation explores increasing the requirements to include additional meetings.

The committee discussed the potential implications of extending the broadcasting duty to meetings such as Licensing (Fully Committee) and Democratic Services, agreeing that it would not be beneficial to the public. They did agree that increasing the retention period of webcasts on the website to 12 months would be a good idea. Members suggested looking at what other local authorities do in terms of storage and considering this when looking at cost savings, as well as looking at other storage options on the market.

The committee agreed to note the information contained within the report and its appendices and delegate authority to the Head of Democratic Services in consultation with the Chair of the Democratic Services Committees to provide a response to the Welsh Government by 26 November 2025.

21st Century Councillor

The Democratic Services Committee received a presentation on the report on 21st Century Councillor from Professor Catherine Mangan and Dave McKenna from Birmingham University. The report builds on findings of a 2016 University of Birmingham report on the 21st Century Councillor, identifying the need to pay attention to the changing roles undertaken by councillors and their support and development needs. The 2016 report explored how the role of the councillor had evolved beyond direct service delivery to encompass more strategic and collaborative responsibilities.

The updated report identifies ten characteristics of an effective councillor able to thrive in the current context, themed into three areas:

• Working with complexity
• Developing and valuing new ways of working
• Thriving in the new environment

Members expressed interest in the findings and characteristics identified, especially regarding social media and reluctance to engage due to potential pitfalls. They felt the report was comprehensive and helpful in informing induction training for councillors.

Members suggested that some characteristics, such as 'Lightening Rod', may not be possible for all councillors and that there was a need to differentiate between Cabinet Members and other councillors. The authors of the report accepted this, explaining that feedback came from many different councillors in many areas and they had pulled themes from this feedback, but accepted this could differ.

The committee agreed to note the contents of the report, tasking the Chair and Head of Democratic Services to include feedback from this meeting to align themes from the report, and to deliver an in-person workshop facilitated by representatives from Birmingham University and supported by colleagues from Democratic Services.

Draft Members ICT Protocol

The Democratic Services Committee received a summary of the draft Members ICT Protocol. Officers explained that feedback had been received from Group Whips and items raised were in this report, and that the contents of Appendix A formed a base for all ICT related processes and protocols for members, including each councillor's role as a data controller, in their own right. It was accepted that the document needs to be made more 'Member friendly,' and include facts sheets, user guides etc., and this will be looked at when feedback has been received.

Members expressed satisfaction with the content from an ICT perspective but suggested a conversation with the 'Comms' team to make it more 'Member Friendly' from a presentation perspective, using screen shots, step by step guides, YouTube videos and different appendices/documents for different areas of ICT could be useful.

Members raised the issue of accessing ICT services and meetings (especially Full Council) when out of the UK, as well as accessing emails which was felt to be vital, even if this was on non-council devices. It was explained that due to the need for increased need for cyber security, ICT are very strict with this. It was suggested that it would be better to advise ICT if taking the device out of the country so tariffs can be adjusted and insurance companies alerted. It was also suggested that it could be safer to join meetings from personal devices where possible.

The cost of damaged and lost hardware was raised by the Head of Democratic Services and views if whether the council or the individual should take responsibility for the costs were invited. Members felt that accidents are a part of life, and these costs should not be passed to individual members but raised the question about insurance claims and that how to report to make a claim needs to be made clear. It was also asked whether hardware could be bought in bulk to lessen costs. The Officer explained that often the damage means that it is not cost effective to make an insurance claim and the ICT equipment is purchased via the ICT department and is part of a procurement system and part pf a corporate contract.

The committee agreed to note the content of the Members Guide Supporting Technology and discuss the matter again at the meeting in January 2026 when the Chief Digital Officer is in attendance.

Member Development Programme

The Democratic Services Committee received a summary of the Member Development Programme, where officers explained that the programme needed to be re-scheduled due to the ongoing Senior Management Arrangements. There were still some items to be scheduled and delegated authority to make changes and updates was requested. Concern over low attendance at some training was also expressed.

Members agreed with the recommendations in the report and suggested that in some cases, low attendance may be due to lack of need due to experience in other areas of work.

The committee agreed to note the contents of this report and the updated Member Development programme shown at Appendix A and delegate authority to the Head of Democratic Services in consultation with the Chair of the Democratic Services Committee to update the Member Development Programme.

Activities and Service Support

The Democratic Services Committee received an update on the activities structure and support of Democratic Services, together with recent staff changes. The plan to create a social media account on Facebook, X and Instagram was also discussed.

The committee agreed to note the information set out in the report.

Forward Work Programme

The Democratic Services Committee received a summary of the Forward Work Programme and the contents of Appendix A, and members were asked if anything else was required. All members confirmed they were happy with this.

The committee agreed to note the report and provide an updated report to the meeting in January 2026 for the Committee to review.