Concern raised over councillors' access to other politicians

A Newtown county councillor has raised concerns over a Powys County Council protocol which he says could restrict councillors from speaking directly to MPs and Members of the Senedd.

Cllr Aled Davies has challenged proposals contained in a new Members Correspondence Protocol considered by the council’s Democratic Services Committee on Friday (25 September). The review of the protocol was formally listed on the committee’s agenda. 

He says the wording could prevent individual county councillors from contacting elected representatives in Westminster or Cardiff Bay without authorisation from the council’s Leader or Chief Executive.

The proposed protocol states that councillors and officers “must not communicate directly with MSs or MPs outside this process unless authorised by the Leader or Chief Executive.”

It also proposes a central process for correspondence and meetings involving MPs and MSs, with meetings taking place where the relevant Cabinet Member considers them “necessary and proportionate”.

Cllr Davies said the implications went considerably further than simply establishing a process for dealing with correspondence.

“The recommendation speaks of establishing a clear and transparent process for handling correspondence,” he said.

“However, that description does not adequately convey the fact that the protocol would prevent ordinary councillors from communicating directly with MPs and MSs without authorisation from the Leader or Chief Executive. This is totally unacceptable.”

The issue could have particular implications where councillors want to approach MPs or MSs directly over local matters affecting communities such as Newtown.

Cllr Davies said county councillors had their own democratic mandate and should be able to work directly with representatives at other levels of government.

“Councillors are elected representatives in their own right. We are elected to speak up for our communities, raise concerns, and seek support from other elected representatives at every level of government.

“Requiring permission before speaking to an MP or MS raises serious questions about democratic accountability and openness.”

Cllr Davies said he accepted there was a case for procedures covering official council correspondence and the use of officer time, but argued the proposed wording went further.

“This is not simply an administrative process. The wording explicitly states that councillors should not communicate directly with MPs or MSs unless authorised.

“That represents a significant restriction on the ability of elected members to advocate for residents and work collaboratively with representatives in Cardiff Bay and Westminster.”

The correspondence protocol was one of the items considered by the Democratic Services Committee at its meeting on Friday. Council papers confirm that a review of the protocol and a new September 2026 version were placed before members. 

Cllr Davies called for the protocol in its proposed form to be rejected and reviewed.

“Democracy works best when elected representatives can engage openly with one another. Constituents expect their councillors, MPs and MSs to work together to resolve problems and improve services.

“Any policy that has the effect of limiting those relationships should be subject to the highest level of scrutiny.”

He added: “Councillors should not require permission to speak to other elected representatives on matters affecting the communities they serve.”