Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies for absence were received from Councillor Andrews, Challinor, Cooper, Logan, Miles and Rice.

Councillors 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 and sign as a correct record the minutes of the Meeting held on 21 January 2026.

RESOLVED: That the minutes of the meeting held on 21 January 2026 be approved as a correct record.

Voting: Nem. Con.

This report seeks approval for key employment and pension arrangements necessary to establish the new Poole Town Council and enable the recruitment of a suitably qualified Town Clerk and Responsible Finance Officer. As a designating body under the Local Government Pension Scheme (LGPS) Regulations 2013, the Town Council may choose whether to participate in the LGPS and must formally resolve to designate eligible posts. Adoption of the National Joint Council (NJC) “Green Book” terms and conditions, together with associated NALC policies, is also recommended to provide a modern, lawful, and sector?standard employment framework.

The 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.

The report sought approval for key employment and pension arrangements necessary to establish the new Poole Town Council and enable the recruitment of a suitably qualified Town Clerk and Responsible Finance Officer. Adoption of the National Joint Council (NJC) “Green Book” terms and conditions, together with associated NALC policies, was also recommended to provide a modern, lawful, and sector?standard employment framework.

The recommendations were moved, seconded, and when put to a vote it was:

RESOLVED that:-

a)    Poole Town Council shall participate in the Local Government Pension Scheme as a designating body;

b)    the post of Town Clerk and Responsible Finance Officer shall be eligible for membership of the Local Government Pension Scheme administered by Dorset County Pension Fund, with effect from 1 April 2026;

c)    the National Joint Council (NJC) “Green Book” Terms and Conditions of Employment and the associated NALC model employment policies be adopted for the post of Town Clerk and Responsible Finance Officer;

d)    the Head of Democratic Services and Deputy Monitoring Officer be authorised to enter to any agreements or contracts for supplies and services for the Town Council which are deemed necessary for the effective operation of the Town Council.

Voting: F14: A0 (1 abstentions)

This report asks Members of the Shadow Poole Town Council to consider the proposed expenditure and approve or reject the requests as set out. All approved expenditure can be met from the Charter Trustee reserves which will be transferred to Poole and Broadstone on a 92.1% and 7.9% split, respectively. Any approved expenditure would be met from the net transferred amount so as not to impact the reserves to be transferred to Broadstone Town Council.

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.

The report requested that Members of the Shadow Poole Town Council consider proposed expenditure requests as set out in the report, and approve or reject the requests accordingly.

In addition to the expenditure requests set out, Members were apprised of an additional request totalling £1,935.56 for repairs to the replica Mayor’s Badge.

Members discussed the expenditure requests, and each was moved, seconded, and voted on separately. The requests for expenditure in support of the Civic Service, the purchase of a Sheriff’s Badge, and the repair of the replica Mayor’s Badge were unanimously agreed.

With respect to the proposed Beating of the Land Bounds event, Cllr Earl moved an amendment that expenditure for the event be capped at £10,000 inclusive of the 10% contingency. In addition, the amendment specified that if there was to be a boundary stone installed at Upton Park, that this should be provided free of charge by a volunteer or removed from the proposed plan.

The proposed amendment was seconded, and when put to a vote, agreed.

Voting: F:14 A:3 (abstentions:0)

Members then considered the substantive motion which, when put to a vote, was unanimously agreed.

RESOLVED:- that the Shadow Poole Town Council approve the proposed expenditure for the following:

1. Civic Service;
2. Purchase of a Past Sheriff’s Badge;
3. Beating of the Land Bounds event (capped at £10k including contingency and without any payment towards a boundary stone); and
4. Repair of replica Mayor’s badge.

Councillor D Brown arrived 18:25