Agenda item

This report outlines the current activities supported by the Charter Trustees in relation to Remembrance Services across the former borough and asks Trustee Members to determine the level of support to be provided in future, including the potential financial support to the Broadstone Branch of the Royal British Legion.

The Head of Democratic Services presented a report, a copy of which had been circulated to each Trustee and a copy of which appears as Appendix 'D' to these Minutes in the Minute Book.

The Charter Trustees were asked to determine whether to allocate the sum of £2,000 in the 2022/23 base budget and from the 2021/22 in-year unallocated reserves to provide financial support towards the Remembrance activities in Broadstone.

The Head of Democratic Services reported that the report was before the Charter Trustees at their request which outlined the current activities supported by the Charter Trustees and asked Members to consider whether to support financially the activities in relation to Broadstone. He explained that the current activities included financial support for the civic events in Poole Park, the two-minute silence at the civic offices and the laying of wreaths in Broadstone and Hamworthy.  The Head of Democratic Services reported in respect of the supply of wreaths that there could be activities throughout the Charter Trustee area therefore it would be right and proper to have representation at such events.  Therefore, it was suggested to reduce wreaths to one per ward upon request.

Charter Trustees were advised that the report set out the history relating to road closures which in the past had been relatively informal and undertaken by volunteers.  However, there had been changes for a number of reasons including compliance with regulations and increased traffic volumes and the arrangements have had to be formalised with formal road closures, marshalling by professionals and liability insurances which involved costs for organisers creating an impact on community and charitable events. He referenced the position in Broadstone.  The Head of Democratic Services set out the option for the Charter Trustees to consider providing financial support to Broadstone as detailed in the report. The Charter Trustees were advised that there was guidance from the national Royal British Legion suggesting that RBL branches cannot organise remembrance events and it should be up to the local authority to organise.  The Head of Democratic Services reported that having checked with the events team and the road traffic team that any organisation could organise and make an application for a road closure for any event.  However, a local community group could be formed working with the RBL Branch to undertake that activity.  The Head of Democratic Services reported that the Civic Team do not have the capacity to organise remembrance services in local areas. He confirmed that if the Charter Trustees supported the recommendations it would be to fund the work of others to formalise the road closures and for that particular event to take place.

Councillor Mike White proposed an amendment to recommendation (b) which was supported by the three Hamworthy councillors.  He explained that for 10 years the ward councillors had supported the Remembrance Service at St Michael’s and the laying of two wreaths in a major public ceremony at the war memorial.  The amendment proposed was as follows moved by Councillor White and seconded by Councillor Slade:

Recommendation (b) replace a single wreath with up to two wreaths

The Charter Trustees discussed the proposals and the implications of providing financial support for the Broadstone Remembrance Service event.

Councillor Slade reported on the proposal before the Charter Trustees to provide financial support for Broadstone Remembrance activities which included a full Remembrance Parade which had been a long established event including servicemen, key dignitaries and many hundreds of local residents which was followed by a church service. Councillors expressed their views on utilising Charter Trustee funds for road closures which included suggesting that the proposals should be looked at again particularly in light of long-term budget implications. Councillor Slade clarified the cumulative costs of staff time for the road closures to be manned.  She explained that the report indicated that it would pay on invoiced costs and highlighted the opportunity to use volunteers referring to the forthcoming BCP Council Volunteers Strategy.

Councillor Andrews proposed the recommendations as set out in the report incorporating Councillor White’s amendment as set out above which was seconded by Councillor Brooke. The Head of Democratic Services clarified that in respect of recommendation (c) the Charter Trustees were being asked to determine whether they wished to support the proposal so the words “determine whether to” would need to be deleted. Councillor Andrews confirmed his approval for the advice as detailed above.

Charter Trustees considered each of the recommendations separately

(a)  The Charter Trustees continue to organise and fund the Remembrance and Armistice Day events at the Mayoral Office and Poole Park.

The above recommendation was agreed by the Charter Trustees

(b)  Up to two wreaths be supplied upon request to ward trustee members to lay at local events on behalf of the Charter Trustees.

The above recommendation as amended was agreed by the Charter Trustees.

(c)  The Charter Trustees allocate the sum of £2,000 in the 2022/23 base budget and from the 2021/22 in-year unallocated reserves to provide financial support towards the Remembrance activities in Broadstone.

Councillors then debated recommendation (c) as detailed above.  Councillor Brown in supporting the proposal did not have an issue with the allocation of funds.  He referred to paragraph 13 of the report and proposed an amendment to the above recommendation as follows which was seconded by Councillor Moore:

(c)  The Charter Trustees allocate the sum of £2,000 in the 2022/23 base budget and from the 2021/22 in-year unallocated reserves to provide financial support towards Remembrance activities in Broadstone organised by an established branch of the Royal British Legion for example Broadstone RBL.

The Charter Trustees considered the above amendment which included commenting on the role and purpose of the Charter Trustees and the legality of the request.  The Head of Democratic Services reported that the Charter Trustees for the purpose of this issue was the equivalent of a Town or Parish Council and the support given to Remembrance Services fell on the lowest level of local authority which in this case would be the Charter Trustees.   He explained further that where there was no Charter Trustees, Town or Parish Council it falls on the District or Unitary Authority.  Councillor Earl indicated that this raises an issue in the longer term on how funds were allocated to Remembrance Day events, explaining that Poole was a large town of diverse communities explaining that there was scope now for the creating of branches so that such events could be held in communities.  The Mayor reported that the Poole Branch of the British Legion do attend the ceremony in Poole Park and therefore in her opinion it was necessary to look at the whole of Poole and all Councillors have a right for a wreath to be laid as every ward lost people through the war. She asked the Charter Trustees to come up with solutions for the long term that were beneficial to everyone. Councillor Butler suggested that as BCP Council had signed the Armed Forces Covenant this approach should be supported across the whole of the town and she highlighted her support for funding the Broadstone event as it was a significant parade as well as the ceremony in Poole Park.  Councillor Brooke made a couple of comments relating to the parade, including the impact for youth groups, the residents of Broadstone and attendance at the event by BCP council officers.  He highlighted the contribution that the Broadstone residents make to the precept and the potential serious risk and damage referenced in the report not only to BCP Council but also to the Charter Trustees if the response to the proposal was not positive.  Councillor Haines indicated that she would be unable to support the amendment. She referred to the reserves whilst highlighting the Charter Trustees have had an unusual year in 2020 due to the pandemic including the inability to attend events and offer hospitality. She emphasised the need for sustainability whilst offering help it should be undertaken in such a way that eventually the event would be self-sustaining. Councillor Iyengar felt that the merits of the case were there but the issue of concern was the precedent for other events so what should be understood was that the Charter Trustees should retain complete flexibility in future years and even if such funding was in the base budget have the right to reduce the budget or cut the funding.   Councillor Slade in acknowledging the point made by Councillor Iyengar emphasised that every line of the budget was subject to review each year.  Councillor Brown in summing up highlighted that the amendment he had proposed addressed the concerns that had been raised. 

The Head of Democratic Services confirmed the amended wording as follows:

(c)  The Charter Trustees allocate the sum of £2,000 in the 2022/23 base budget and from the 2021/22 in-year unallocated reserves to provide financial support towards Remembrance activities in Broadstone organised by an established branch of the Royal British Legion for example Broadstone RBL.

In response to a question the Head of Democratic Services reported that this request related to the Broadstone event and any further requests would need to be considered by the Charter Trustees. 

Voting: For – 12, Against - 1, Abstentions – 2

Substantive motion – Voting:  For – 13, Against – 0, Abstentions – 2

RESOLVED that

(a)  The Charter Trustees continue to organise and fund the Remembrance and Armistice Day events at the Mayoral Office and Poole Park.

(b)  Up to two wreaths be supplied upon request to ward trustees’ members to lay at local events on behalf of the Charter Trustees.

(c)  The Charter Trustees allocate the sum of £2,000 in the 2022/23 base budget and from the 2021/22 in-year unallocated reserves to provide financial support towards Remembrance activities in Broadstone organised by an established branch of the Royal British Legion for example Broadstone RBL.