Agenda and draft minutes

To receive any apologies for absence from Charter Trustees.

Apologies were received from Councillors: S Baron, J Beesley, P Broadhead, J Butt, M Earl, T Johnson, A Hadley, M Iyengar, R Maidment, & 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.

Councillors T Trent and M Brooke reported a declaration of interest in respect of Item 7 as they were honorary members of the Poole Cherbourg Twinning Association Board through their roles as Mayor and Sheriff of Poole.

Councillor L-J Evans reported a declaration of interest in respect of Item 7  as she was a member of the Poole/Cherbourg Twinning Association Board and was a member of the Society for Poole.

Councillor Marcus Andrew reported a declaration of interest in respect of Item 7as a member of the Poole/Cherbourg Twinning Association Board.

All members confirmed they would leave the room for Agenda Item  7 (a) and not take part in the debate or vote.

To confirm the minutes of the meeting held on 26 October 2022 and to consider any matters arising.

The minutes of the meeting held on 26 October 2022 were confirmed as a correct record.

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

The Mayor updated the Charter Trustees on his activities and engagements since the last meeting in October.

Charter Trustees will receive a verbal update on the future intentions and plans for the historic and listed part of Poole Civic Centre.

The Charter Trustees received a verbal update on the future intentions and plans for the historic and listed part of Poole Civic Centre.  A request was made for further detail on the costs implications to reopen the Civic part of the building for Civic and Community events.

Agreed that this will be provided to the Charter Trustees following the meeting.

This report summarises the issues discussed at the Civic Working Group held on Monday 19 December 2022, and seeks support for any recommendations arising.

The Sheriff presented a report summarising the matters discussed at the Civic Working Group meeting held on 19 December 2022:

Poole Civic Flag:

RESOLVED;-

That the Charter Trustees delegate all further matters relating to the Civic Flag to the Civic Working Party

Voting: Unanimous

Marking the Coronation:

RESOLVED;-

That the Charter Trustees agree to delegate authority to the Civic Working Group, with the addition of the Budget Signatories, to determine the use of this budget. 

That the Working Party proposals be circulated to all Charter Trustees for comment.

Voting: Unanimous

Accommodation Review and Annual/ Mayor-Making meeting:

RESOLVED;-

That the Charter Trustees:

a) Confirmed that they wish to hold future Charter Trustee meetings at the Guildhall,

b) That officers provide further information relating to venue and equipment costs;

c) To delegate further actions relating to the use of the Guildhall for future meetings of the Charter Trustees to the Working Group, and;

Voting: Unanimous

d) To change the date and venue of the Annual/Mayor Making meeting to Tuesday 6 June 2023 at the Guildhall.

Voting: 12 for – 4 against

Beating of the Sea Bounds 2024:

Agreed that the Sheriff Elect be appointed to sit on the Society for Poole committee for the planning of the event.

The Charter Trustees are required to set their 2023/24 budget, council tax requirement and resultant precept for submission to BCP Council by 31 January 2023.

The Mayor, Sheriff, Councillors Andrews & Evans left the room at 18:26 – returned 18:30.

The Responsible Financial Officer presented a Budget and Precept report.

RESOLVED:

That;-

(a) the Poole - Cherbourg Twinning Association grant is increased from £1,500 to £4,000 for 2023/24

(b) The proposed budget for 2023/24 as set out in Appendix A be approved

(c) The council tax requirement and precept of £126,084 be approved

Voting: Unanimous

This report provides Charter Trustees with an opportunity to review the Risk Register attached as Appendix 1 to the report, taking account of updates to existing risks, and new and emerging risks.

The Deputy Head of Democratic Services presented a report detailing the annual review of the Risk Register for the Charter Trustees of Poole.  Reduced risks regarding historical and ceremonial assets, transmission of the covid-19 infection, and the Charter budget, were highlighted.

Following requests from Trustees, it was agreed that future risk registers include dates for completed where appropriate.  Additionally it was agreed that information relating to member training personal injury, together with public liability insurance cover for the over 80’s, be provided following the meeting.

RESOLVED:

That;-

The risk register, as attached at Appendix 1 to the report, be approved.

Voting: Unanimous

To inform Charter Trustees of the appointments to the position of Mayor of Poole and Sheriff of Poole for the period 2023/24

The Deputy Head of Democratic Services confirmed the nominations of Councillor Julie Bagwell for the Mayor of Poole for 2023/24, and subsequent Deputy Mayor of Poole for 2024/25 and Councillor Bryan Dion for the Sheriff of Poole 2023/24 and subsequent Mayor of Poole 2024/25.