Issue - meetings

The Charter Trustees at its meeting on 23 June 2021 were advised that reserves of £85,577 had been carried forward into the 2021/22 financial year.  A Civic Working Group has been established part of its role is to consider the options for the use of the reserves and the associated process. 

This report provides the opportunity to consider procedures and governance arrangements on how one-off projects are considered and approved.

The Deputy Head of Democratic Services presented a report on the procedures and governance arrangements on how one-off projects for the use of reserves were considered and approved, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

The Charter Trustees at its meeting on 23 June 2021 were advised that reserves of £85,577 had been carried forward into the 2021/22 financial year.  A Civic Working Group has been established and part of its role was to consider the options for the use of the reserves and the associated process.

Charter Trustees in considering the proposal raised a number of issues including:

• referencing within the procedures who can submit proposals for one-off projects
• how the reserves should prudently be used ensuring community value for the benefit of Poole
• assessing any risk and making the process transparent
• that there should not be a rush to spend reserves without due consideration
• reference to the future of the Civic Centre and how the Charter Trustees contribute.  The RFO reported that there was a fixed charge for the use of the building, but the maintenance costs were the responsibility of BCP Council
• highlighting the need to bring the civic boards up to date.  Officers reported that action was being taken to address this issue. 

The RFO explained that the budget workshop would provide the opportunity to understand the budget provisions and the expected level of reserves.

RESOLVED that

(a)  the proposed procedure and governance arrangements as detailed in paragraph 3 of the report be agreed subject to the inclusion of the relevant comments detailed above.

(b)  subject to the outcome of (a) above a form be developed for submission of one-off projects to be considered in accordance with the agreed process.

Voting: Agreed