Agenda

The Charter Trustees for Poole
Wednesday, 23rd June, 2021 5.00 pm

Venue: Solent Hall Bournemouth International Centre, Exeter Road, Bournemouth

Contact: Karen Tompkins (01202 451255)  Email: democratic.services@bcpcouncil.gov.uk

Media

Items
No. Item

1.

Apologies

To receive any apologies for absence from Charter Trustees.

2.

Declarations of Interest

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.

3.

Confirmation of minutes and matters arising pdf icon PDF 324 KB

To receive the minutes of the meetings held on 27 January and 21 May 2021 and to consider any matters arising.

Additional documents:

4.

Charter Mayor's Report

The Charter Mayor will report on her recent activities.

5.

Charter Trustees 2020-21 Internal Audit Report pdf icon PDF 260 KB

To consider and approve the outcome of the internal audit report and the management responses to the recommendations.

6.

Budget Outturn Report 2020/21 pdf icon PDF 139 KB

Due to effects of the pandemic, the Charter Trustees of Poole underspent against their approved budgets by £28,647 for 2020/21. The underspend plus the budgeted contribution to reserves of £19,272 has been added to the opening reserves position of £37,658 to give total reserves carried forward of £85,577 as at 31 March 2021.

Additional documents:

7.

Annual Governance Statement 2020/21 pdf icon PDF 856 KB

The Charter Trustees are asked to consider and approve the Annual Governance Statement 2020/21.

 

Please note that the paper attached for this item also relates to item 8 below.

Additional documents:

8.

Statement of Accounts for 2020/21

The Charter Trustees are asked to approve the statement of accounts for 2020/21.

9.

Responsible Financial Officer

That in accordance with the Standing Orders the Responsible Financial Officer from 1 July 2021 following the resignation of Daniel Povey, will be Nicola Webb in a temporary capacity. 

10.

Remembrance Day Events - Poole pdf icon PDF 52 KB

This report outlines the current activities supported by the Charter Trustees in relation to Remembrance Services across the former borough and asks Trustee Members to determine the level of support to be provided in future, including the potential financial support to the Broadstone Branch of the Royal British Legion.

11.

Flag Flying Arrangements for the Charter Trustees for Poole

The Charter Trustees are asked to consider its flag flying arrangements.

It is a matter for the Charter Trustees to adopt its own flag. The Coat of Arms for the former Borough of Poole is in the ownership of the Charter Trustees. There is an opportunity for the Charter Trustees to adopt the Coat of Arms as their flag.

Set out below are the proposed events that will be respected by the Charter Trustees:

 

Occasion

Flag

Mayor Making

adopted flag of the Charter Trustees

Formal Meeting of the Charter Trustees

adopted flag of the Charter Trustees

Civic Service

adopted flag of the Charter Trustees

 

The following notes should be considered

1.             Flags will also be flown on other occasions on the instructions of the Honorary Clerk who will consult with the Mayor (or in the Mayor's absence with the Deputy Mayor) in appropriate circumstances.

2.             The death of a serving civic dignitary will be observed by flying the appropriate flag at half-mast. The death of a former civic dignitary or former Charter Trustee will be observed by flying the adopted flag of the Charter Trustees at half-mast.

3.             Remembrance Day events are arranged by both Charter Trustees whilst the flying of appropriate flags in accordance with national guidance is reflected in the BCP Council flag flying policy.

Provision of Flagpoles for The Charter Trustees for Poole

The Charter Trustees currently do not have dedicated flagpoles which allow the flying of their adopted flag for relevant events. It is suggested that options be explored to allow for such a provision subject to necessary approvals.

 

12.

Twinning Association

The Charter Trustees are asked to consider the allocation of funding under the Twinning budget head in 2021/22 to the Twinning Association taking account of 5.8 of the Financial Regulations.