The Charter Trustees for Poole - Wednesday, 27th October, 2021 5.00 pm

Venue: Council Chamber, Poole Civic Centre, Poole BH15 2RU

Contact: Karen Tompkins (01202 451255)  Email:


No. Item



To receive any apologies for absence from Charter Trustees.


Declarations of Interests

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.


Confirmation of Minutes and Matters arising pdf icon PDF 328 KB

To receive the minutes of the meeting held on 23 June 2021 and to consider any matters arising.


Charter Mayor's Report

The Charter Mayor will report on her recent activities and any associated issues.


Responsible Financial Officer

The Charter Trustees are advised that Matthew Filmer, Acting Assistant Chief Financial Officer will undertake the role of Responsible Financial Officer replacing Nicola Webb. This change will take effect from 1 July 2021.


Budget Monitoring Update Report pdf icon PDF 135 KB

The forecast for the 2021/22 financial year is that the Charter Trustees of Poole will underspend against the budget set. This is due to reduced activity caused by Covid-19 restrictions and ongoing caution as restrictions are lifted. The forecast surplus for the year is £22,656.

Additional documents:


Appointment of Charter Trustee for Bank Statement Verification

The Charter Trustees are advised that the Financial Regulations state:


2.2 On a regular basis, at least once in each quarter, and at each financial year end, a member other than the Mayor shall be appointed to verify bank reconciliations (for all 6 accounts) produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification. This activity shall on conclusion be reported, including any exceptions, to and noted by the Charter Trustees at the next appropriate meeting.


The Charter Trustees are asked to confirm an appointment.  



Outcome of External Audit for 2020/21

At the meeting of the 23 June the Charter Trustees approved the Annual Governance Statement and Accountability Return which includes the statement of accounts 2020/21. Following an external audit by PKF Littlejohn LLP the accounts were certified on 12 September 2021 and both the final submission and audit certificate can be found on the Charter Trustees website.




Future Banking Arrangements

In accordance with the Charter Trustees Financial Regulations which state:


“The Charter Trustees’ banking arrangements, including the bank mandate, shall be made by the RFO and approved by the Charter Trustees. They shall be regularly reviewed for control and efficiency.”


Charter Trustees are advised of the future banking arrangements whereby from 1 April 2022 all 3 current suppliers to BCP have been combined into one and in accordance with the Financial Regulations are asked to approve these arrangements.  



Use of Reserves - Procedures and Governance Arrangements pdf icon PDF 152 KB

The Charter Trustees at its meeting on 23 June 2021 were advised that reserves of £85,577 had been carried forward into the 2021/22 financial year.  A Civic Working Group has been established part of its role is to consider the options for the use of the reserves and the associated process. 

This report provides the opportunity to consider procedures and governance arrangements on how one-off projects are considered and approved.


Feedback from Civic Working Group pdf icon PDF 176 KB

The Charter Trustees will be updated on feedback from the Civic Working Group held on 11 October 2021 relating to flag flying. To assist with the discussion attached is a copy of the Poole Coat of Arms and the Historic Poole Arms.



Proposed Rifles Freedom Parades 2022

The Charter Trustees will be updated on proposed arrangements for the above.



Her Majesty's Platinum Jubilee Celebrations - City Status

The Charter Trustees will be updated on the above.