Issue - meetings

The Charter Trustees of Poole have underspent against their budget by £28,769. The use of reserves to support the budget was £38,500 rather than the budgeted £67,269. This gives a total reserve carried forward of £98,269 as at March 2025.

The Responsible Financial Officer (RFO) introduced the report, highlighting that the Charter Trustees of Poole had underspent against their budget by £28,769 following receipt of legal advice and the subsequent reduced remit. The use of reserves to support the budget was therefore £38,500 rather than the budgeted £67,269, and total reserves carried forward were therefore £98,269 as at March 2025.

The AGAR, set out in Appendix B, was submitted for Trustee approval and progression to public inspection and audit.

It was recommended that Trustees approve the proposed amendment to the Financial Regulations to increase the £100 threshold for procuring 3 quotes, to allow for greater flexibility and reduce administrative time for officers in line with the audit recommendation.

Trustees queried what would happen to reserves held, should the Community Governance Review result in the abolishment of the Charter Trustees. In response, Trustees were advised that any reserves would be classified as an asset to be transferred to new statutory body(s).

Trustees were reminded that the Charter Trustees would only be abolished id  every property currently covered by the Charter Trustees was parished, and if the Charter Trustee remained they would retain the money.

The Sherrif suggested that some of the reserves could be used to support the maintenance of the regalia. Trustees were mindful that the reserves was made up of taxpayer money and should be used appropriately.

At the request of the Sheriff the Deputy Head of Democratic Services provided an update on staff recruitment, confirming that the two currently vacant Macebearer posts had been filled by three new permanent members of staff, each working part-time hours.

RESOLVED: that Trustees

1.    Note the Outturn position for 2024/25 set out in appendix A;

2.    Approve Annual Governance and Accountability Return (AGAR) 2024/25 found in appendix B; and

3.    Approve the change to the financial regulations to allow the requirement for a competitive review to be increased from £100 to £500 on purchases set out in paragraphs 9-10.

Voting: Unanimous.