Agenda and minutes

To receive any apologies for absence from Charter Trustees.

Apologies were received from Councillors Philip Broadhead, Judes Butt, John Challinor, David d’Orton-Gibson, Andy Hadley, Brian Hitchcock, Chris Matthews, Karen Rampton, Felicity Rice (arrived 18:25) Paul Slade and Vikki Slade.

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.

None.

To confirm the minutes of the meetings held on 24 January, 04 May, 17 May and 25 June 2024 and to consider any matters arising.

Consideration was given to the minutes of the previous meetings. Following a suggestion from Trustees, it was agreed that all future Charter Trustee meetings would be scheduled for 6pm.

RESOLVED:

1. That the minutes of the meetings held on 24 January, 04 May, 17 May and 25 June 2024 be approved as a correct record; and
2. That all future Charter Trustee meetings be scheduled for 6pm.

The Charter Mayor will update Trustees on their recent activities and any associated issues.

The Mayor updated Trustees on his activities since the previous meeting, highlighting:

• The Beating of the Bounds event;
• 80^th Anniversary of D-Day events;
• School visits;
• A visit to Victoria Education Centre.

The Sheriff, Councillor Mark Howell introduced the report of the Civic Working Group.

Cllr Howell set out the recommended changes to the Civic Working Group as set out in the accompanying papers. It was highlighted that if the changes were approved, there would be no need for a separate Budget Working Group.

Proposed changes to the Working Group included updating of its overall remit to include matters of budget, accommodation, recommendations from audit reports, and a review of forthcoming events. It was suggested that the Group should meet every two weeks to begin with, though this could be reviewed. It was hoped that the proposed changes would encourage greater inclusivity and Trustee participation.

Trustees were in support of the proposed changes. Five volunteer members of the Civic Working Group were sought, and these were confirmed as Councillors Aitkenhead, Andrews, Le Poidevin, Trent, and Wright.

The Chair set out the recommendation to serve notice to Upton House for the termination of the storage agreement and the relocation of civic robes and regalia to the Civic Centre. Trustees supported this recommendation.

Trustees highlighted the need to review the Standing Orders, supported by Legal advice. The Honorary Clerk advised that a meeting to discuss the matter was to be scheduled urgently, before a further report could be brought to Trustees.

Cllr Howell suggested a need to review the civic event attendance matrix.

Cllr Le Poidevin suggested officers review whether membership of the Civic Working Group could be added to the agenda of the AGM/mayor-making meeting.

Cllr Trent raised concerns regarding the publicising of the Beating of the Sea Bounds event as feedback from residents was that they were unaware of the event. Cllr Howell confirmed that the Beating of Sea Bounds was not a Trustee event, though the Civic Working Group was reviewing how to better promote the Charter Trustees, supported by the Council’s Corporate Communications team.

RESOLVED:

1. That the proposed changes to the Civic Working Group be agreed;
2. That the 5 volunteers be: Aitkenhead, Le Poidevin, Andrews, Trent and Wright; and
3. That the Charter Trustees serve notice to Upton House for the termination of the storage agreement and that the assets be relocated to the Civic Centre.

Voting: unanimous