Agenda and draft minutes

To receive any apologies for absence from Charter Trustees.

Apologies were received from Councillors H Allen, S Anderson, M Andrews, S Bull, B Dunlop, G Farquhar, M Greene, N Greene, M Iyengar, A Jones, L Lewis, L Northover, S Phillips, K Wilson.

Charter Trustees are required to comply with the requirements of the Localism Act 2011 in respect of the declaration of Disclosable Pecuniary Interests. Declarations received will be reported to the meeting.

Charter Trustees were advised that no declarations of interest had been received for this meeting.

To receive the minutes of the meeting held on 25 October 2021 and to consider any matters arising.

The minutes of the meeting held on 25 October 2021 were confirmed as a correct record and there were no matters arising.

The Charter Mayor will report on his engagements since the last meeting of the Charter Trustees on 25 October 2021.

The Charter Mayor updated Trustees on his activity since the last Charter Trustees meeting on 25 October 2021. He explained that he had attended several events including the following:

·       awards at the Sea Cadets TS Phoebe,

·       Chesthelp meeting

·       Bournemouth Samaritans 60^th Anniversary Event

·       Arts about culture in Boscombe,

·       the music library opening,

·       a talk to the Royal Tank Regiment,

·       the Remembrance Day Parades,

·       cycled dressed as a bear for Children in Need,

·      visited Winchester Cathedral for the laying down of the colours for the Princess of Wales Regiment,

·      opening of Christmas Tree Wonderland,

·      the Chiropractic ceremony for their graduates,

·      tree planting,

·      World Aids Day,

·      opening Lidls in West Howe,

·      the launch of the new St Michaels Church,

·      100- and 101-year-old birthdays

·      the Christmas day swim which was very cold.  The Mayor suggested that all future Mayors should undertake the swim. 

·      several meetings with charity groups, and has further engagements scheduled before the end of his tenure.  

The Charter Trustees are required to set their 2022/23 budget, council tax requirement and resultant precept for submission to BCP Council by 31 January 2022.

The Responsible Financial Officer (RFO) presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book.

The Charter Trustees were required to set their 2022/23 budget, council tax requirement and resultant precept for submission to BCP Council by 31 January 2022.

The RFO explained that the report set out an update on the in-year position for 2021/22 which had improved since the last update in October 2021. The RFO reported that the Charter Trustees activity had been impacted by Covid and there was a large underspend with a forecast contribution to reserves of £18,000. The RFO indicated that Appendix A to the report detailed the forecast position and set out the proposed budget for 2022/23.  Charter Trustees were advised that in preparation for the 2022/23 budget a workshop was held with a number of Charter Trustees in December 2021 to obtain views on key items in the budget. He reported that one of the key areas was staffing recharges from BCP Council which covered the Head and Deputy Head of Democratic Services, the PAs and Mace Bearers explaining that the cost of these posts was shared across the BCP Council Chairman, the Bournemouth Charter Trustees and the Poole Charter Trustees.  The Charter Trustees were informed that the allocation of staff time had been reviewed and a 50-50 split of 80% would be allocated between each of the Charter Trustees.  This was considered to be a reflection of the time spent supporting each of the Charter Trustees and therefore the revised allocation had been built into the proposed budget for 2022/23. The RFO explained that this change had a positive impact for the base budget of just over £10,000 with the detail of the staffing charge set out in Appendix B to the report.  Charter Trustees were informed that another key change was the introduction of a charge for the use of the vehicles, which was not previously in place, £2,000 per annum which was based on the useful life of the vehicle, the expected maintenance costs and the expected usage across the Charter Trustees and the BCP Council Chairman.

The RFO reported that figure 1 in the report set out the forecast reserves which by the end of March 2022 would be just under £58,000 and was 39% of the proposed precept for next year.  He explained that it was a healthy level, and it was not proposed to use any reserves for next years budget and therefore the Charter Trustees would be able to deal with any unexpected income or support any activities outside of the base budget.

Charter Trustees were updated on the tax base which was the number of properties that we levy the council tax charge against so the more properties the lower the Band D charge equates to.  The RFO reported that there had been a drop off on the tax base due to Covid 19 but  ...  view the full minutes text for item 35.

Charter Trustees are advised of the following:

·       To provide an update on the ownership of chess cups used for a chess competition supported by a previous Mayor of Bournemouth in 2008/09.

·       To consider a request from the Russell Cotes Art Gallery and Museum for the Mace and Badge donated by Merton and Annie Russell Cotes to be loaned to them for ‘The Road to the Museum: 20 steps to the opening of Bournemouth’s cultural gem exhibition’ which is part of the Museum’s Centenary Celebrations for 2022.

·       To consider the donation of two portraits of Basil and Mabel Beckett former Mayor and Mayoress of Bournemouth Borough Council.

·       To update the Charter Trustees on the annual verification of assets.

The Deputy Head of Democratic Services presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

Charter Trustees were advised of the following:

·       an update on the ownership of chess cups used for a chess competition supported by a previous Mayor of Bournemouth in 2008/09.

·       a request from the Russell Cotes Art Gallery and Museum for the Mace and Badge donated by Sir Merton and Lady Annie Russell Cotes to be loaned to them for ‘The Road to the Museum: 20 steps to the opening of Bournemouth’s cultural gem exhibition’ which is part of the Museum’s Centenary Celebrations for 2022.

·       the donation of two portraits of Basil and Mabel Beckett former Mayor and Mayoress of Bournemouth Borough Council.

·       an update on the annual verification of assets.

Councillor Filer commented on the donation of the two portraits. She explained that all Mayors of Bournemouth automatically had studio portraits done and there were approximately 60 portraits.  She thanked the family member for the kind offer, raised the issue of storage for the Charter Trustees and suggested that the donation was not accepted.   It was suggested that an approach could be made to the Russell Cotes Art Gallery and Museum. Members commented on the proposal acknowledging the issues raised by Councillor Filer.  Councillor Coope asked what was going to happen to the portraits of Mayors from the Christchurch Civic Offices.  The Mayor indicated that the issue raised by Councillor Coope should be directed to the Christchurch Town Council. The Mayor indicated that the Charter Trustees did not have the available storage space and suggested offering the portraits to the Museum or the Library.

RESOLVED that

(a)  The return of the chess cups to Sir George Meyrick be noted and that the cups be removed from the Charter Trustees asset register.

(b)  The request for the loan of the Mace and Badge donated by Sir Merton and Lady Annie Russell Cotes in 1890 by the Russell Cotes Art Gallery and Museum for the ‘Road to the Museum: 20 Steps to the opening of Bournemouth’s Culture gem exhibition’ be approved for up to 9 months subject to the Charter Trustees having access to the regalia as required for civic events and engagements during this period and all appropriate security and insurance cover being put in place by the Museum for the duration of the loan.

(c)  The Charter Trustees having considered the kind offer of the two portraits of Basil and Mabel Beckett former Mayor and Mayoress of Bournemouth Borough Council agreed not to accept the portraits for the reasons outlined above and suggested that they be offered to the Museum or the Library.

(d)  The Charter Trustees note that arrangements are being made for the annual verification of assets.

Voting: Agreed

At its meeting on 25 January 2021 the Charter Trustees considered the development of the risk register and agreed that the register as submitted be agreed and reviewed on a regular basis as appropriate.

This report provides an opportunity to review the register attached as Appendix 1 to the report taking account of new and emerging risks.

The Deputy Head of Democratic Services presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these Minutes in the Minute Book.

The Charter Trustees were reminded that the risk register was last reviewed on 25 January 2021. The report provided an opportunity to review the register attached as Appendix 1 to the report taking account of new and emerging risks.  The Deputy Head of Democratic Services referred the Charter Trustees to paragraph 3 of the report highlighting key issues and action taken.

The Charter Mayor thanked the Civic Team for the work undertaken in supporting him through the pandemic. 

RESOLVED that the risk register, as attached at Appendix 1 to the report be approved having considered paragraph 3.

Voting: Agreed

In 2022 there will be year long Platinum Jubilee celebrations throughout the UK, the Commonwealth and around the world as communities come together to celebrate The Queen’s historic reign.

There will be series of Beacon Lighting events across the country on the evening of Thursday 2 June.  The Council’s Corporate Management Board proposed that the option of holding a beacon lighting event be given to the charter trustees of Bournemouth.

The Head of Destination and Events presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'D' to these Minutes in the Minute Book.

The Charter Trustees were advised that throughout the year members of the Royal Family would be travelling around the Country to undertake various engagements and mark the Queen’s Platinum Jubilee.  This will culminate in the Platinum Jubilee weekend in June with an extended Bank Holiday from 2-5 June 2022.  The Head of Destination and Events reported that part of the celebrations on 2 June 2022 would be the long-standing tradition of lighting beacons.  Charter Trustee were advised that there would be a series of beacons lit across the country in a national event.  The Council’s Corporate Management Board proposed that the option of holding a beacon lighting event be given to the Charter Trustees of Bournemouth, Poole and the Town Council of Christchurch with applications and management through the events team. The Head of Destination and Events reported that if Charter Trustees supported the event everyone needed to get behind it. He explained that whilst the events team would support the management of the event the cost of the purchasing the beacon estimated at £500 would need to be met by the Charter Trustees.  The Charter Trustees were advised that the beacon event could be aligned with another event being held over the extended bank holiday period whilst the main focus was to have a network of beacons across the Country on 2 June.

The Charter Trustees in considering the proposal commented on the siting for the beacon.  The Mayor suggested that maybe the end of Boscombe Pier would be a possible location in view of the sight lines.  He also highlighted the option for a firework display with the potential for sponsorship from local businesses to be held as part of this event.  It was suggested that the firework display could be partly sponsored and partly funded from the Charter Trustees reserves. Councillor Rigby whilst supporting the event asked that an alternative to the fireworks be considered.  Councillor Broadhead welcomed the proposal and the funding arrangements for a firework display.  He suggested that the beacon could be located on the tower at the end of Bournemouth Pier. Councillor Filer highlighted the historic nature of the Platinum Jubilee and the importance of involving school children in the celebrations.  

RESOLVED that the Charter Trustees support the opportunity of holding a Beacon lighting event for the Queen’s Platinum Jubilee as part of the national beacon lighting event on 2 June 2022 together with a firework display acknowledging that the provision of the beacon would be funded by the Charter Trustees but with organisational support from BCP Council and the funding for the firework display be funded via sponsorship and/or by the Charter Trustees as appropriate.

Voting: Unanimous

The Charter Trustees will be updated on the above.

The Deputy Head of Democratic Services reported that the Charter Trustees were asked to submit nominations for the Mayor of Bournemouth for 2022/23, the closing date for nominations had now passed and one nomination has been received for Councillor Robert Lawton.  Charter Trustees were advised that as it was not contested it was not necessary to undertake any ballot. The Deputy Head of Democratic Services reported that the formal vote would be undertaken at the Annual Meeting of the Charter Trustees on 27 May 2022.

Councillor Lawton indicated that he would be proud and privileged to accept the nomination. He took the opportunity to thank those who had supported him and referred to previous Mayors of Bournemouth whilst thanking Councillor Kelsey who he reported had been outstanding as the Mayor of Bournemouth this year.

In conclusion the Mayor reminded Charter Trustees of the Mayor Making meeting that would be held on 27 May 2022.

There were no items of any other business.