Agenda and minutes

To receive any apologies for absence from Charter Trustees.

Apologies were received from Councillor J Beesley, L-J Evans, N Greene, K Rampton, F Rice and M Robson.

Charter Trustees are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

There were no declarations received for this meeting.

Before moving onto item 3 the Mayor referred to the sad death of Councillor Pete Parrish and the Charter Trustees stood in silent tribute.

The Charter Trustees are asked to elect the Mayor for 2020/21 and to appoint the Mayoress/Escort.

Prior to consideration of the above issue Councillor Stribley referred to the requirements set out in the Standing Orders and in particular 2 a, b, c, 6 and 10 f.  She referred to the requirement that there should be at least two ordinary meetings of the Charter Trustees during the year and that since March she had been requesting a meeting but had not received an acknowledgement. She referred to the impact of Covid on the civic year and proposed a motion that the current civic party should continue for the ensuing municipal year making sure that the subsequent year was not spoilt in the same way.  She acknowledged that this would be subject to the current Civic Party wishing to continue.  Councillor Stribley explained that she had asked the Clerk to the Trustees for that to be considered and asked for a meeting but had not had a satisfactory response.

The Mayor referred to the original point of order and Officers clarified that meetings had been held in October 2019 and January 2020. 

Councillor Tony O’Neill indicated that he would second the proposal from Councillor Stribley.

Councillor Trent referred to the content of the agenda and that it had not taken account of the issues raised by Councillor Stribley. He referred to the opportunity for an informal meeting to discuss the issue prior to the AGM.  He confirmed that the he was happy with the proposal submitted by Councillor Stribley.

The Honorary Clerk indicated that there was some learning about process and that any outstanding issues raised by Councillor Stribley would be considered.  He outlined the function of the AGM and the opportunity to consider a single motion in respect of items 3, 4 and 5.

Councillor Bagwell indicated that she was going to propose that the Civic Party remain the same until next year with both her and Councillor Trent taking on the civic roles from May 2021.  Councillor Judy Butt indicated that the best way forward was for the present incumbents to remain until May 2021 – with grateful thanks from the Charter Trustees for the work they have undertaken.  She wanted to ensure that the Sheriff and Mayor elect would take over in May 2021.  The Mayor commented on the process for the appointment of the new Civic Party for 2021 onwards.  Councillor Judy Butt sought an assurance that it would be Councillors Bagwell and Trent taking civic office in May 2021. The Honorary Clerk reported that technically that cannot be guaranteed but that there was an understanding that this would be the case. Councillor Stribley indicated that she did not object in principle to what was previously suggested by Councillor Judy Butt but highlighted the approval process.

RESOLVED that the current Civic Party continue in their roles until May 2021 and that the Charter Trustees acknowledge the position for the proposed Civic Party for 2021/22 as detailed above.

Voting – Unanimous

The Charter Trustees are asked to elect the Deputy Mayor for 2020/21 and to appoint the Deputy Mayoress/Escort.

Please see decision above.

The Charter Trustees are asked to elect the Sheriff for 2020/21 and to appoint the Sheriff’s Lady/Escort.

Please see decision above.

The Charter Trustees are asked to make the above appointments.

RESOLVED that Councillor Tony Trent, with Councillor Daniel Butt as the substitute, be appointed to the Association of Charter Trustees for 2020/21 Municipal Year.

Voting – Unanimous

The Charter Trustees are asked to make the above appointments.

RESOLVED that Councillors Marcus Andrews and Tony O’Neill be appointed as budget signatories for the 2020/21 Municipal Year.

Voting – Unanimous

The Charter Trustees will be asked to consider the timing of meetings for 2020/21 in accordance with the Standing Orders and agree the dates as detailed below:

26 August 2020 at 5 pm

28 October 2020 at 5 pm

27 January 2021 at 5 pm

21 May 2021 at 11 am

Officers explained the purpose of each meeting as detailed in the proposed calendar of meetings.

RESOLVED that the following calendar of meetings for 2020/21 be agreed:

26 August 2020 at 5 pm

28 October 2020 at 5 pm

27 January 2021 at 5 pm

21 May 2021 at 11 am

Voting – Unanimous

Councillor Stribley raised Standing Order 6 and in particular the order of precedence indicating that this issue had not been addressed.  Councillor Slade confirmed that the order of precedence and length of service had been discussed at a previous meeting of the Charter Trustees and an approach agreed.  It was suggested that the Charter Trustees be circulated with the decision on this issue and if necessary, the matter be raised at the meeting on 26 August 2020.

For the avoidance of doubt the Charter Trustees have operated in accordance with the BCP Council Financial Regulations and until such time as they adopt their own financial regulations this practice will continue.

The Charter Trustees are asked to confirm the above approach.

RESOLVED that for the avoidance of doubt the Charter Trustees have operated in accordance with the BCP Council Financial Regulations and until such time as they adopt their own financial regulations this practice will continue.

Voting – Unanimous

The Charter Trustees are asked to formally appoint the Chief Executive of BCP Council as the Honorary Clerk to the Charter Trustees and that the Honorary Clerk be delegated authority to act on behalf of the Charter Trustees to take all necessary actions and decisions which are not reserved to the Charter Trustees as a body.

The Honorary Clerk responded to questions on the detail of the delegation and it was suggested that the terms of reference for any scheme of delegation should be documented.  The Honorary Clerk explained the Charter Trustees role was largely ceremonial and that he would review the position with officers and provide an update.  The Charter Trustees were advised that there had been an internal audit undertaken on the first year of operation and there were a number of recommendations including this issue and further information would be reported at the meeting in August.

RESOLVED that the Chief Executive of BCP Council be formally appointed as the Honorary Clerk to the Charter Trustees and that the Honorary Clerk be delegated authority to act on behalf of the Charter Trustees to take all necessary actions and decisions which are not reserved to the Charter Trustees as a body.

Voting – Unanimous

The BCP Council Deputy Section 151 Officer, Dan Povey, be appointed as the Responsible Financial Officer for the Charter Trustees.

The Charter Trustees considered the process for the appointment of the Responsible Financial Officer and provided details of their experiences working with Mr Povey.

RESOLVED that the BCP Council Deputy Section 151 Officer, Dan Povey, be appointed as the Responsible Financial Officer for the Charter Trustees.

Voting – Unanimous

Councillor Brooke referred to the VAT position and asked if the issue had been resolved.  Officers reported that the Charter Trustees would be updated on this issue at the meeting in August.