Issue - meetings

This report summarises the issues discussed at the most recent Civic Working Group meeting and seeks support for any recommendations arising.

Cllr P Miles - Chair of the Civic Working Group, presented a report summarising the issues discussed at the meeting held on 9 January 2024.

Trustees considered the recommendations from the Working Group, which included:

-       granting the officers and crew of HMS CATTISTOCK the freedom of Poole;

-       approval of a new grant funding policy;

-       approval of a payment of £5k to the Society for Poole for support of the Beating of the Sea Bounds event, (taken from the 2023/24 reserves); and

-       a recommended grant to the Poole Cherbourg Twinning Association as part of the budget for 24/25.

Regarding the proposed Grant Funding Policy, Cllr Mark Howell suggested the following amendments:

1. Amendment to Policy paragraphs 1.1 & 2.3 to add “and charter rights’.

This was put to a vote and unanimously approved, subject to confirmation that the amendments were not beyond Charter Trustee powers;

2. Amendment to the policy to allow individuals to apply for lower value grants, with suggested wording: ‘that grant funding scheme be opened up to individuals as well as organisations, but with a maximum grant amount of £500, and be subject to confirmation by Council of it being legal to proceed’.

Trustees were mindful that the suggestion would conflict with the Policy’s proposal to instigate a minimum grant value of £500.00 and highlighted that anti-fraud actions could be difficult to manage when determining applications from individuals with personal bank accounts. To mitigate such concerns, it was suggested that Trustees could instead encourage such individuals to work with existing organisations for submission of grant funding applications.

Trustees sought clarity on the suggested rules around funding for new events, review of reserves, and repayment of unused funds.  Officers confirmed the policy’s proposal that “funding of events would only be considered if the event had been in operation prior to 2019 or marked a significant historic event or anniversary.” Reserves were expected to be set out within an organisation’s annual accounts for consideration as part of the application. Repayment of unused monies would follow post-event accounting.

Trustees were eager to avoid delaying the implementation of the policy, and suggested that:

1. the policy be approved, as amended;
2. officers review the suggestion to allow individuals to submit applications and provide further detail at a future meeting.

This was agreed by consensus, with one abstention.

Following a query on the use of the Coat of Arms, it was agreed that details of the Royal Charter be forwarded to Cllr Howell.

All other matters were approved by consensus.

RESOLVED: that

a)    Trustees note the intent to grant the officers and crew of

HMS CATTISTOCK freedom of Poole;

b)    Trustees approve the grant funding policy, as amended,  for implementation as of 1 April 2024;

c)    Officers review the suggestion to allow individuals to submit applications and provide further detail at a future meeting;

d)    Trustees approve a payment of £5k to the Society for Poole for support of the Beating of the Sea Bounds event, taken from the 2023/24 reserves;

e)    Trustees note  ...  view the full minutes text for item 29