Agenda and minutes

To elect a Chair of the Shadow Council for the period up to 31 March 2026.

The Deputy Chair of BCP Council, Councillor Simon Bull, presided over agenda item 1 and sought nominations to the office of Chair of the Shadow Poole Town Council.

Councillor Oliver Walters was nominated, seconded, and duly elected.

RESOLVED: That Councillor Oliver Walters be elected to the office of Chair of the Shadow Poole Town Council.

Voting: Nem. Con.

To elect a Vice-Chair of the Shadow Council for the period up to 31 March 2026.

(Councillor Walters in the Chair.)

Councillor Walters sought nominations to the office of Vice-Chair of the Shadow Poole Town Council.

Councillor Sue Aitkenhead was nominated, seconded, and duly elected.

RESOLVED: That Councillor Sue Aitkenhead be elected to the office of Vice-Chair of the Shadow Poole Town Council.

Voting: Nem. Con.

To receive any apologies for absence from Councillors.

Apologies for absence were received from Councillors Jo Clements, John Challinor and Brian Hitchcock.

Members 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.

Although the Shadow Council is not a meeting of the principal council, it would be appropriate to adopt meeting procedure rules similar to the meeting procedure rules which apply to Bournemouth, Christchurch and Poole Council. An extracted version of the existing Part 4D Procedure Rules have been reproduced including the relevant provisions applicable to meetings of the Shadow Council.

It is RECOMMENDED that the Procedure Rules, as set out in the appended document, be adopted as the Meeting Procedure Rules for the Shadow Council.

Richard Jones, 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 'A' to these Minutes in the Minute Book.

Mr Jones advised that, although the Shadow Council was not a meeting of the principal council, it would be appropriate to adopt meeting procedure rules similar to the meeting procedure rules which apply to Bournemouth, Christchurch and Poole Council. An extracted version of the existing Part 4D Procedure Rules was reproduced including the relevant provisions applicable to meetings of the Shadow Council, and the Shadow Council was asked to approve the Procedure Rules as set out.

Councillors suggested that section 13.1 of the proposed Rules should be amended to include the words ‘or councillors’ so that it read:

“13.1. A secret ballot will be held to elect the Chair, Vice-Chair or Councillors of the Shadow Council to any office or position where more than one person is nominated.”

Adoption of the proposed Procedure Rules, as amended, was moved, seconded and duly agreed.

RESOLVED: - that the Procedure Rules, as set out in the appended document, be adopted as the Meeting Procedure Rules for the Shadow Council inclusive of correction of any typographical errors.

Voting: Nem. Con.

This report updates the Shadow Poole Town Council on progress towards establishing Poole Town Council ahead of its vesting date on 1 April 2026. Key milestones have been achieved, including the approval of the Reorganisation Order, confirmation of parish and ward boundaries, and commencement of recruitment for the Town Clerk and Responsible Finance Officer.

Several priority issues raised by councillors and stakeholders, such as asset transfers, allotment management, civic arrangements, election preparations, and neighbourhood forum transitions, are being addressed through a structured implementation plan. Statutory allotment sites within the new parish area will transfer to the Town Council, and historic and civic ceremonial assets will be formally transferred before 31 March 2026.

Workstreams covering governance, finance, assets, staffing, elections, and communications are underway, supported by an officer working group. A proposed election timetable for 7 May 2026 has been published to support prospective candidates.

The report seeks nominations for an appointments panel of three to six shadow councillors, with delegated authority to complete the recruitment and appointment of the Town Clerk to avoid delay.

Richard Jones, 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.

The report updated the Shadow Poole Town Council on progress towards establishing Poole Town Council ahead of its vesting date on 1 April 2026. Key milestones had been achieved, including the approval of the Reorganisation Order, confirmation of parish and ward boundaries, and commencement of recruitment for the Town Clerk and Responsible Finance Officer.

Several priority issues raised by Councillors and stakeholders, such as asset transfers, allotment management, civic arrangements, election preparations, and neighbourhood forum transitions, were being addressed through a structured implementation plan. Statutory allotment sites within the new parish area would transfer to the Town Council, and historic and civic ceremonial assets were to be formally transferred before 31 March 2026.

A full list of assets would be presented to a future meeting of the Charter Trustees. While the Order required submission before or on 31 March 2026, the Order would specify that the actual transfer would take place at midnight on 31 March 2026.

Workstreams covering governance, finance, assets, staffing, elections, and communications were underway, supported by an officer working group. A proposed election timetable for 7 May 2026 had been published to support prospective candidates.

The report sought nominations for an appointments panel of three to six shadow councillors, with delegated authority to complete the recruitment and appointment of the Town Clerk to avoid delay.

Councillor Mark Howell raised a motion that the Shadow Council assert its right to the ownership of numberplate APR1 and write to the BCP Council Chief Executive to review the matter and negotiate the transfer of the numberplate ahead of a final decision by BCP Council.

Officers advised that the asset register drawn up by the former Borough of Poole ahead of LGR in 2019 was required to include items of a historic and/or ceremonial nature. It was unknown whether the numberplate could be considered as such an asset as defined in regulations. It was confirmed that the numberplate was currently in the ownership of BCP Council.

The motion was seconded, and when put to a vote, was carried.

Voting: F: 22, Ag: 0 (1 abstention)

Regarding the number of appointments to the recruitment panel, Councillors agreed a final number of 5 (with 1 reserve) in order to avoid potential deadlock.

Voting: Nem. Con

Nominations to the panel were sought, with the following Councillors nominated:

Councillors Aitkenhead, Cooper, Harman, Howell, Le Poidevin, Rampton, Trent and Walters.

Following a secret ballot, the following Councillors were appointed to the recruitment panel:

Councillors Aitkenhead, Cooper, Harman, Le Poidevin, and Walters, with Councillor Rampton as reserve.

RESOLVED that:-

(a)    the Shadow Council nominate between three and six Shadow Council members to serve on the Appointments Panel to shortlist, interview and appoint a Town Clerk and Responsible Finance Officer for Poole Town Council;

(b)   the appointments panel be delegated authority to  ...  view the full minutes text for item 6.