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 John Beesley, Richard Burton, Sharon Carr-Brown, John Challinor, Eleanor Connolly, Duane Farr, Jamie Martin and Karen Rampton.

The Head of Democratic Services, Richard Jones, advised Trustees that the meeting was not quorate (the quorum for the meeting being 14 Trustees) and that whilst the meeting would proceed, 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 23 October 2025 and to consider any matters arising.

RESOLVED: That the minutes of the meeting held on 23 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 their activities since the last meeting, which included attendance at:

• Bournemouth University and Health Sciences University graduation ceremonies;
• Remembrance Services;
• Care homes for special birthdays and Christmas events;
• Christmas Carol services;
• Rifles biannual gathering in London;
• Regalia talks;
• Chinese new year celebrations;
• Dingley’s Promise in Kinson for support of children with SEND

The Mayor invited Trustees to a forthcoming Civic Service to be held on 21 March at St Peter’s Church.

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 Civic Working Group, Councillor Lawrence Williams, 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. This report summarised the issues discussed at the Civic Working Group meetings held since the last Charter Trustee meeting.

Regarding the hanging of Mayoral Portraits in the Mayor’s Parlour, the CWG had suggested that this matter be deferred to the Town Council’s new Clerk once they were in post.

The CWG had authorised the Civic team to procure new robes for the Mayor and Deputy Mayor to replace historic robes that were in a state of disrepair. However, given that the expected delivery date and subsequent invoicing was to be after the Charter Trustees have been dissolved, advice received from the Responsible Finance Officer was that this expenditure should be approved by the Shadow Bournemouth Town Council at its meeting on 24 March 2026.

Civic assets had recently been re-verified and re-valued ahead of their transfer to the new Town Council. Insurance for the assets would be in place from 1 April 2026. Regarding the transfer of mayoral vehicles and number plates, Trustees were reminded that the current vehicle and plate were transferred to BCP Council in 2019.

Some Trustees raised concerns over whether the authority granted to the Shadow Council by BCP Council included the release of funds for the purchase of new robes.

Officers advised that the Shadow Council was established for the purpose of recruiting a new Town Clerk and any other matters requiring a resolution prior to the implementation date. Given that the remit was broad, it was considered that the resolution covered requests for expenditure such as for the purchase of robes.

Trustees were reminded that one of the requirements of the Charter Trustees was the transfer of the civic assets, which included the robes. The Civic working group had identified a need for replacement robes. As Trustees were responsible for the maintenance of the historic assets, were the Charter Trustees to continue beyond 31 March, there would be a requirement to replace or repair these robes.

It was therefore considered appropriate for the Shadow Council to debate whether it wished to fund the purchase of new robes.

It was confirmed that the new Town Council would be able to use reserves to support events such as Remembrance, should they wish.

The Deputy Mayor, Councillor George Farquhar, highlighted that this was the final meeting of the Charter Trustees of Bournemouth and expressed his thanks on behalf of Trustees to CWG members and the Civic team for their support over the years.

RESOLVED: That the report be noted.

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 £6,373 which allows for an estimated reserve of £104,694 to be passed over to the Bournemouth Town Council.

The Responsible Financial Officer, Mr Matt Filmer, 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.

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 spend to date and planned activity for the rest of the year being lower than originally envisaged. The forecast underspend for the year was £6,373 which allowed for an estimated reserve of £104,694 to be passed over to the Bournemouth Town Council.

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

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, Mr Neil Fraser, 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 report provided detail on Charter Trustee attendance at meetings, highlighting those Trustees who had not attended two or more consecutive meetings.

As the Trustees were to be dissolved on 31 March 2026, the report was presented for information only and no actions were recommended.

RESOLVED: That the report be noted.