Agenda and draft minutes

To receive any apologies for absence from Charter Trustees.

Apologies were received from Councillors H Allen, M Andrews, S Bartlett, P Broadhead, G Farquhar, M Greene, M Haines, N Hedges, A Jones and T Trent.

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.

There were no declarations of interest made on this occasion.

To receive the minutes of the meeting held on 12 November 2019 and to consider any matters arising.

The Minutes of the meeting held on 12 November 2019 were confirmed as a correct record and signed subject to the inclusion of Councillor R Burton in the list of apologies.

The Charter Mayor will report on her engagements since the last meeting of the Charter Trustees on 12 November 2019.

The Charter Mayor updated Trustees on her activity since the last Charter Trustees meeting on 12 November 2019. The Mayor outlined the guests who had visited the parlour and the level and type of engagements that she had attended. 

The Charter Trustees were advised of the history talks given by the Mace Bearers recounting the events and visiting records of Past Mayors, the Town Hall, famous visitors, and Bournemouth as a whole.

The Charter Mayor also referred to two letters of thanks that she had received.

RESOLVED that the Charter Mayor’s report be received and noted.

The Charter Trustees are required to set the budget for 2020/21 and any subsequet precept for submission to BCP Council by 31 January 2020.

The Charter Trustees considered a report on the proposed budget and precept for 2020/21, which had been circulated to each Trustee and copy of which appears as Appendix ‘A’ to these Minutes in the Minute Book.

The Charter Trustees were advised that they were required to set the budget for 2020/21 and any subsequent precept for submission to the BCP Council by 31 January 2020.

The Charter Trustees were referred to paragraph 2 of the report and the appendix attached to the report which set out the base budget for 2019/20 agreed at the last meeting on 12 November 2019, the proposed budget for 2020/21 and the projected outturn for 2019/20.  Officers explained that subject to discussions the Charter Trustees would need to agree the final budget and the precept.

Officers also referred to paragraph 5 and 6 of the report on the VAT position and explained that a response was currently awaited from the HMRC.

Reference was made to the purchase of a Past Mayor’s Badge for the outgoing Mayor and a Past Mayoress Jewel at a cost of £2,230.00 and £1,416.00 respectively. Charter Trustees referred to the cost of the badge and jewel.  The Monitoring Officer reported that this was the historic position in Bournemouth and explained that Officers sought five quotes every three years for the badge and Jewel.  Trustees were advised that it was a matter for them to determine how they wished to proceed. It was suggested that alternatives be explored that would reduce the cost. In response to a question Charter Trustees were informed that no allowances were currently paid to the Mayor and Deputy Mayor.

The Charter Trustees discussed the detail of the proposed budget which included the following:

·       Remembrance Day – the costs associated with the Civic Event.  Officers reported that the Charter Trustees paid for the cost of this event.  In addition the Monitoring Officer reported that the attendance of the Chairman at a civic event would be by invitation from the Mayor. Officers also confirmed that the Christchurch civic events would be resourced by the Town Council.  The Honorary Clerk clarified that for Civic Events the Town Council and Charter Trustees would issue the invitations and would fund the event.

·       Mayor Making – the opportunity was provided to identify any specific arrangements that needed to be put in place for the forthcoming AGM at the end of May for Councillor David Kelsey who was the Mayor designate

·       Charge for photographing Regalia – Officers clarified the proposed arrangements when requests were received to photograph the Civic Regalia.

·       VAT – Officers confirmed that the proposed reserves would cover the cost if VAT was levied on the activities of the Charter Trustees.

RESOLVED that:-

(a) the Honorary Clerk be delegated authority in consultation with the Charter Mayor and Budget Signatories to explore alternative options for the Past Mayor’s Badge and Past Mayoress’ Jewel and agree arrangements.

(b) the draft budget for 2020-21 as set out in the appendix attached to the report and  ...  view the full minutes text for item 20.

The Charter Trustees are asked to consider the order of precedence for Civic Events.

The Charter Trustees considered a report on the order of precedence for Charter Trustee civic events, which had been circulated to each Trustee and a copy of which appears as Appendix ‘B’ to these minutes in the Minute Book.

In considering the options the Charter Trustees asked Officers to advise of the decision taken by the Poole Charter Trustees at its meeting on 29 January 2020 on the order of precedence which was based on total service to the former Borough of Poole.

RESOLVED that section 6 of the Standing Orders of the Charter Trustees be amended as follows in respect of the Order of Precedence:

Order of Seniority will be based initially on total service in the Borough of Bournemouth and then number of registered voters falling within the historic boundaries of Bournemouth for each Trustee.

Voting: For – 26, Against – 0, Abstain – 2

There were no items of any other business.