Constitution and Governance Committee - 6 January 2026

**Item CG/13 – Confirmation of Minutes**

The meeting began with a declaration that there were no conflicts of interest. Councillor Cole moved, and Councillor Rowse seconded, a resolution that the minutes of the Constitution and Governance Committee held on 4 November 2025 were correctly recorded and should be signed by the Chairman. The resolution was carried without amendment.

**Item CG/14 – Provision of Council‑Issued Mobile Phones**

The Democratic Lead and Statutory Scrutiny Officer introduced a report arising from a Council motion concerning mobile‑phone provision for Members representing large rural divisions. Councillor Ewert, speaking on behalf of the mover Councillor P Mitchell, highlighted safety and work‑life‑balance concerns, citing late‑night public calls received on personal devices. During the debate, Members raised several points: the existence of a secure “Bring Your Own Device” (BYOD) system; the limited usefulness of Microsoft Teams in areas with poor connectivity; the Independent Remuneration Panel’s inclusion of phone costs in allowances; and the need for additional support for Members with accessibility or mental‑health requirements. The report noted that the Committee’s recommendations would be forwarded to the Portfolio Holder for consideration at the Individual Decision Day on 25 February 2026. No formal decision was taken at this meeting.

**Item CG/15 – Advisory Motions Debate Procedure**

The second agenda item examined how advisory motions are handled at Council meetings. The Democratic Lead and Statutory Scrutiny Officer explained the current practice of referring most motions to Cabinet or the relevant Committee, and presented a proposal to allow more motions to be debated on the day, subject to constitutional rules and a six‑month resolution window. Members discussed the need for clarity on voting eligibility, the desire for greater debate, and the importance of prioritising statutory business. A suggested timetable and a “first‑come, first‑served” cap of six motions were mentioned, though opinions differed on caps and grouping. The Chair indicated that the proposed approach would be trialled, with a review scheduled for 12 months, but no formal resolution was adopted.

**Item CG/16 – Terminology Change from “Chairman” to “Chair”**

The final item addressed the gendered language used in Council documentation. After hearing an email from Councillor Gripper and a discussion of practice across other authorities, Members expressed a preference for the gender‑neutral term “Chair” while acknowledging that the Local Government Act 1972 still requires the term “Chairman” in statutory contexts. The committee resolved, on a motion moved by Councillor Chopak and seconded by Councillor Towill, to recommend to Council that the Constitution be amended to interpret “Chairman” as “Chair” for equality and diversity purposes, except where statutory compliance demands otherwise. The committee also agreed to add a review of the 1972 Act to its work programme, with a view to making representations to Government about updating outdated terminology. This resolution was carried unanimously.