Issue - meetings

This report summarises the issues discussed at the Civic Working Group meetings held since the last Charter Trustee meeting and seeks support for any recommendations arising.

The Sheriff and Chair of the Civic Working Group (CWG), Councillor Karen Rampton, presented the report of the CWG highlighting issues that the CWG had reviewed and any resultant recommendations.

It was confirmed that the CWG had been meeting regularly and would continue to meet on a monthly basis until ongoing issues are resolved.

Trustees were advised that the use of the robing room at the Guildhall was under review as part of the wider drafting of a Service Level Agreement (SLA) which set out the provision of support from BCP Council to the Charter Trustees. As part of this review, the CWG was considering how many days the room would be required for annually and any corresponding fee, and how to dress the room using civic regalia. The Sheriff and Mayor would be conducting a review of suitable regalia items, including their storage, on Friday 25 June, and a further updater to Trustees would follow.

At the request of the Sheriff, the Mayor introduced the proposed changes to Handbook which followed the previously approved revisions to the Standing Orders. While it was acknowledged that Trustees awaited the outcome of the Community Governance Review, proposed changes included refinements or additions to sections on the reimbursement of expenses; order of precedence and joint Mayor/Chairman attendance at events; and other matters of protocol. The proposed changes were recommended for approval.

The Mayor highlighted the more limited remit of the Charter Trustees and the prohibition on spending for matters outside of that remit. Under this remit, the Beating of the Sea Bounds event had been deemed acceptable, and a new event to reconfirm the land bounds was in the early stages of planning. The team was also reviewing a potential ‘Sheriff’s Day’ event.

The CWG had instructed officers to update the Mayor and Sheriff Boards and to review the potential re-gilt of the Sheriff’s wand and maces. Additionally, it was requested that officers investigate the purchase of a replica wearable Oar Mace, to be worn by the Mayor to signify that they were the Admiral of the Port.

The Mayor was working to compile a community database to be used to invite attendees to events. It was requested what if any Trustee had suggestions for inclusions they should contact the Mayor directly

The Mayor confirmed that he was working with the Council to expand Trustee social media channels as part to a wider communication strategy.

Trustees were supportive of the proposed changes to the Handbook though queried the document’s use of the term ‘Chairman’. When put to a vote, the majority of attendees voted that the CWG should use the term ‘Chair’ while the Handbook should to mirror the term used by BCP Council for it’s Chairman.

RESOLVED: That the revisions to the Handbook be approved, subject to the inclusion of the correct term for the BCP Chairman.

Voting: Unanimous.

ACTION: Honorary Clerk to review the term used by BCP Council for its Chairman and to confirm to all Trustees.

Councillor Trent arrived  ...  view the full minutes text for item 16