Agenda and draft minutes

To receive any apologies for absence from Charter Trustees.

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

Apologies for absence were received from the following Charter Trustees:

Councillor Hazel Allen, Councillor Sara Armstrong, Councillor Simon Bull, Councillor John Challinor, Councillor Bobbie Dove, Councillor Michelle Dower, Councillor Duane Farr, Councillor Anne Filer, Councillor Kate Salmon, Councillor Toby Slade and Councillor Kieron Wilson.

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 24 June 2025, subject to correction of the omission of apologies for absence received from Councillor D Brown and to consider any matters arising.

Trustees considered the minutes of the previous meeting. It was highlighted that Cllr D Brown’s apologies for absence had been erroneously omitted.

RESOLVED: That the minutes of the meeting held on 22 June 2025 be approved as a correct record, subject to correcting Cllr D Brown’s omitted apologies for absence.

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

The Mayor gave thanks to the Deputy Mayor for attending engagements while she was ill. The Mayor then updated Trustees on her activities since the last meeting, which included meeting:

• D’or, a band from Lucerne;
• Local artist Alexander Dakar, who was in the process of building an orphanage school in Uganda;
• Lifeguards at their new building;
• Beavers, Scouts, Sea Cadets and Marine Cadets;
• Various communities groups and colleges.

The Mayor encouraged Trustees to publicise the forthcoming Regalia Talk taking place in the Mayor’s Parlour on Thursday 4 December at 6pm, and encouraged Trustees to attend a Christmas Regalia Talk on Thursday 11 December at 6pm.

The Mayor also reminded Trustees to RSVP to the civic office for the forthcoming Remembrance events.

This report summarises the issues discussed at the Civic Working Group meetings held since the last Charter Trustee meeting and seeks support for any recommendations arising.

The Chair of the CWG, Councillor Lawrence Williams, updated Trustees on the activity of the Bournemouth Civic Working Group (CWG) following its meeting on 3 October 2025.

Trustees were reminded that, at the CT meeting of 20 May 2025, then Charter Mayor Councillor George Farquhar confirmed that he was gifting his Mayoral portrait to the people of Bournemouth through the Charter Trustees.

Councillor Farquhar had since confirmed that he wished for the portrait to be hung in the Mayor’s Parlour. However, at the CT meeting held on 24 October 2022, Trustees had resolved that no additional portraits were to be hung in the Mayor’s Parlour.

The Civic Team had confirmed that they lack appropriate space for the portrait’s safe long-term storage, while an offer to display and store the portrait had been received from the Russell-Cotes Art Gallery and Museum. Alternatively, the CWG has requested that the civic team explore the feasibility of replacing a current Parlour portrait with Cllr Farquhar’s. To facilitate this, associated measurements and redecorating costs will need to be procured, alongside a review of any other considerations inherent to the hanging of portraits in the room.

It was therefore recommended that Charter Trustees a. accept the gifting of the portrait, and b. consider whether they wish to overturn the 2022 decision to allow for measurements and costings to be undertaken. The recommendations were seconded by Councillor Eleanor Connolly.

Trustees accepted the gifting of the portrait and debated the merits and feasibility of hanging it in the Mayor’s Parlour. Some Trustees felt that the 2022 resolution should be upheld, particularly in light of the impending new Town Council which could instead review the resolution once formed. Other Trustees felt that the resolution should be overturned to allow for the portrait to be hung in the Parlour, if deemed the most appropriate location. In addition, it was suggested that existing portraits could be rotated in and out of the Parlour to various appropriate venues, to allow them to be seen by the wider public.

Connolly Eleanor moved an amendment to recommendation b:, to add "subject to the CWG determining an appropriate location for it and for other portraits to ensure their visibility by the public."

Cllr Lawrence Williams accepted the amendment, and Trustees moved to vote on the substantive motion, where it was:

RESOLVED:- That Charter Trustees:

1. accept the gifting of the Mayoral portrait from Councillor Farquhar; and
2. overturn the 2022 decision that no additional portraits are to be hung in the Mayor’s Parlour so that Cllr Farquhar’s portrait may potentially be hung in the Parlour, subject to costs and subject to the CWG determining an appropriate location for it and for other portraits, to ensure their visibility by the public.

Voting:

a: Unanimous;

b: F:17; AG:2 (2 abstentions)

Trustees were informed that the CWG had agreed that work on the Service Level Agreement for the provision of services from BCP Council should be deferred until the implications of the Council’s decision to create a new Town Council  ...  view the full minutes text for item 23.

The forecast for the 2025/26 financial year is that the Charter Trustees of Bournemouth 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 £5,848.

The Responsible Financial Officer, Matt Filmer, presented a report advising Trustees that the forecast for the 2025/26 financial year was that the Charter Trustees of Bournemouth would underspend against the budget set. This was due to the current spend to date, together with planned activity for the rest of the year being lower than originally envisaged. The forecast underspend for the year was £5,848, resulting in a final reserve balance of approximately £104k.

The AGAR, submitted earlier in the year, had since been externally audited and given a clean bill of health. Relevant documents would be uploaded to the website in the coming days.

The Deputy Mayor, Councillor George Farquhar, highlighted the need to hand over civic regalia etc. in good condition to the new Town Council, and suggested that the CWG should work with the Responsible Financial Officer to use the forecast underspend, or other available monies, to ensure any regalia upkeep was carried out.

To receive a verbal update on the Community Governance Review decision made by Council on 14 October 2025, including the resultant implications to the Charter Trustees.

The Head of Democratic Services, Richard Jones, provided a verbal update on the Community Governance review following BCP Council’s meeting of 14 October 2025.

Trustees were advised that, following BCP Council’s decision to create new Town Councils at its meeting on 14 October, the Charter Trustees were to be dissolved on 31 March 2026. Early actions were underway ahead of that dissolution, including the convening of a Task & Finish Group (T&F) to discuss legal and other considerations.

Various Orders to be actioned included the agreement of the transitional arrangements required to provide continuity between the existing Mayoralty/Trustees and the new Town Council. This could include the creation of a shadow Council, to be in effect from 1 April 2026 until the elections for the new Town Council.

Other matters to be considered included the transfer of assets to the new Town Council, a budget for 2026/2027, contacting the College of Arms for the formal transfer of the Coat of Arms, Charters etc., Tax rates, staffing requirements (including an interim Clerk), the mapping of new parish areas and contacting regulators.

The budget for 2026/2027 would be an ‘anticipated’ budget to ensure sufficient provision for Town Council services. Once formed, the Town Council would then determine how they wished to use that money. The Town Council was not required to spend up to the anticipated amount, as any surplus would then be used to bolster reserves.

As part of this budget, the Tax would be set by BCP Council for the first year. The BCP financial team would then help advise the Town Council to set their own Tax for 2027/2028 and beyond.

Charter Trustee reserves would transfer to the new Town Council, though a review exercise was required to determine the final amount.

This report provides detail on Charter Trustee attendance at meetings, highlighting those Trustees who have not attended two or more consecutive meetings

The Deputy Head of Democratic Services, Neil Fraser, presented a report detailing Trustee attendance, highlighting those Trustees who had not attended two or more consecutive meetings.

Trustees considered the report and it was:

RESOLVED:- that Trustees

a)    Note the meeting attendance record attached as Appendix 1; and

b)    Request that the Honorary Clerk write to all Trustees who have not attended the previous two consecutive meetings, asking them to confirm whether they wish to continue as Charter Trustees or whether they wish to be considered for removal.

Voting: Unanimous.