Agenda item

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 undertake all necessary activities in the recruitment process and to appoint the preferred candidate.

(c)    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.

Voting: Nem. Con.

Councillor Clare Weight arrived 18:14

Councillor Felicity Rice arrived 18:20.