Agenda and draft minutes

To receive any apologies for absence from Members.

Apologies were received from Councillor B Crawford, M Greene, A Jones, L Price, N Rose and C Wakefield.

See report circulated with the agenda.

The Charter Trustees were advised that this was the first meeting of the Bournemouth Charter Trust which became effective from 1 April 2019.  The report considered by the Shadow Executive Committee and the Civic Working Party Task & Finish Group had recommended the need for the Charter Trustees in Bournemouth to meet in April to ensure that the formal arrangements and framework for the future working of the Charter Trust were approved.

The Charter Trustees were asked to consider the following:

·       the Standing Orders,

·        the Bournemouth Charter Trustee Handbook,

·       the arrangements for the Annual General Meeting including the appointment of a Mayor and Deputy Mayor.

It was acknowledged that the Charter Trustees had been put in this position due to the late approval of the date for the Statutory Meeting.  The Trustees were informed that there were currently no formal procedural rules which applied to Charter Trustee meetings so Trustees could seek clarification from Officers during the debate.  Officers reported that the costings and financial information for the various options for the Mayor-Making ceremony were available if Trustees wanted to view the detail.

In respect of the Standing Orders clarification was sought on whether the Charter Trustee Mayor had to be politically neutral or whether he/she could sit on any BCP Council Committees.  Officers advised that it was permissible for the Charter Trustee Mayor to do both but they would need to be mindful of the workload.

The Charter Trustees discussed in detail the Mayor-Making arrangements and options, including the location for 2019 and future years, refreshments, costs and the guest list. 

RESOLVED that:

(a)  the Standing Orders as detailed at Appendix 1 to the report be approved.

(b)  the Handbook as detailed at Appendix 2 to the report be approved.

(c)  the first Annual General Meeting of the Charter Trustees, for the election of the Mayor and Deputy Mayor, be held on 31 May 2019 at 11.15 am

(d)  Option 2 as amended to read “Use the Pavilion Ballroom and Lucullus Room for the Ceremony with a Lunch only afterwards in the Ballroom, and all guests pre-pay for their own meals” be agreed as the preferred option.

(e)  the guest list as detailed in paragraph 6 be reviewed.

Voting: Unanimous