The Charter Trustees for Poole of Bournemouth, Christchurch and Poole Council discussed three main agenda items during their meeting on Tuesday, 25 June 2024. Key topics included the internal audit report, the provision of a mayoral parlour, and the budget outturn for the financial year.

Internal Audit Report

The meeting began with a discussion of the Poole Charter Trustee Final Audit Report 2023-24. The report highlighted one high-priority finding: the incomplete asset verification check. This check was not fully carried out due to the elections and staff availability. One trustee expressed confusion, recalling that an asset verification check had been conducted earlier in the year. However, it was clarified that the earlier check was only partially completed, leading to the high-risk designation.

Provision of a Mayoral Parlour

A significant portion of the meeting was dedicated to the issue of the mayoral parlour. Trustees raised concerns about the lack of a dedicated mayoral parlour for Poole, contrasting it with Bournemouth, which has a fully equipped parlour. One trustee argued that Poole Charter Trustees have been subsidising the council due to the absence of a mayoral parlour, despite paying £15,000 annually. The trustee stated, The council cannot be treating Bournemouth Charter Trustees differently from Poole Charter Trustees. The discussion concluded with an agreement to address this issue in a civic working group meeting scheduled for Friday.

Budget Outturn Report

The Budget Outturn Report 2023-24 was presented, revealing an underspend of just over £22,000. This underspend was primarily due to lower-than-expected costs in hospitality and mayoral events. The surplus has been added to the opening reserve balance, bringing the total reserves to just over £136,000. However, one trustee criticised the executive summary of the report for being totally misleading, though the responsible financial officer clarified the figures.

Annual Governance Statement and Statement of Accounts

The meeting also covered the Annual Governance Statement and Statement of Accounts 2023-24. The accounts reflect the financial activities of the Charter Trustees, including the value of fixed assets, which remains just shy of £1.3 million based on the most recent insurance valuation.

Supplemental Report

A Supplemental Report was also discussed, providing additional context to the budget outturn. The report confirmed that the underspend had been added to the reserves, and clarified the financial figures.

The meeting concluded with the formal approval of the discussed reports and the closure of the session.