Agenda and draft minutes

To receive any apologies for absence from Charter Trustees.

Apologies were received from the Honorary Clerk, Aidan Dunn. The Head of Democratic Services, Richard Jones, deputised in his absence.

Apologies for absence were received from Councillors Sue Aitkenhead, David Brown, Richard Burton, John Beesley, John Challinor, Millie Earl, Marion Le Poidevin, Dawn Logan, Felicity Rice, Peter Sidaway, Karen Rampton, Oliver Walters and Clare Weight

The Head of Democratic Services, Richard Jones advised the Trustees that as the meeting was not quorate (the quorum for the meeting being 12 Trustees) that whilst the meeting will proceed that no decisions could be made and items of business would be for the Trustees to note. 

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 meeting held on 21 October 2025 and to consider any matters arising.

RESOLVED: That the minutes of the meeting held on 21 October 2025 be approved as a correct record.

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

The Mayor updated Trustees on his activities since the last meeting, which included attendance at:

• Lewis Manning
• Bournemouth Graduations
• Remembrance Services
• Linwood School – 6^th form
• Planting of a Mayoral Tree
• Invitation from the Rifles to attend an event in London with the Mayors of Bournemouth and Poole
• Candles on the Quay
• Candlelight Services at Forest Holme
• Pongal Festival

·      Ukraine Relief Event

In addition, the Mayor highlighted that as this was the last meeting of the Trustees prior to the establishment of the new Poole Town Council that he wished to thank the previous Mayors, the Clerk and Officers for all their support for the Charter Trustees.

This report summarises the issues discussed at the Civic Working Group meetings held since the last Charter Trustee meeting.

The Mayor presented a report, updating Trustees on the activity of the Poole Civic Working Group (CWG) since the last Charter Trustee meeting a copy of which had been circulated to each Trustee.

In presenting the report the Mayor advised that preparations were underway in regard to the transfer of assets in advance of the formation of the Poole Town Council.

Further to this the Mayor advised that he had had confirmation that he would remain as Mayor of Poole until such time as Poole Town Council appointed its own Mayor and therefore that future events including the Civic Service and the Beating of the Bounds would continue as planned.

In relation to this the Mayor informed the Trustees that it is anticipated that the Civic Service would be held on 18 April 2026 with the Beating of the Bounds event being held on 16 May 2026.

RESOLVED that the Charter Trustees noted: -

(a)           the contents of the report; and

(b)          the disposal of the Shaftesbury Plaque asset as part of the new ownership of the Poole Civic Centre.

The forecast for the 2025/26 financial year is that the Charter Trustees of Poole will underspend against the budget set. This is due to spend to date and planned activity for the rest of the year being lower than originally envisaged. The forecast underspend for the year is £25,151 which allows for an estimated reserve of £90,487 to be passed over and split between the Poole and Broadstone Town Councils.

The Responsible Financial Officer, Matt Filmer, provided a financial update a copy of which had been circulated to each Trustee.

The Trustees were informed that the forecast for the 2025/26 financial year was that the Charter Trustees of Poole would underspend against the budget set, and that this was due to spend to date and planned activity for the rest of the year being lower than originally envisaged.

Trustees were further advised that the forecast underspend for the year was £25,151 which allowed for an estimated reserve of £90,487 to be passed over and split between the Poole and Broadstone Town Councils.

RESOLVED the Charter Trustees noted the in-year budget position for 2025/26 and other finance updates set out in the report.