Annual-Report-2019

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ANNUAL REPORT

2018/2019

Chard Town Council

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Table of Contents
Ward Boundary Map

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A Vision for Chard

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The Mayor’s Report

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The Town Clerk’s Report

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The Deputy Town Clerk & RFO’s Report

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Outdoor Services Report

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The Guildhall Report

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Community Report

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Organisation & Accountability

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Town Council Staff & Management

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Your Council – How to get in touch

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Contacting Officers

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Other Legal Requirements

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Ward Boundary Map
Chard Town Council has 15 Councillors representing six wards of
Chard, see the map below for the boundaries of each ward:

A Vision for Chard
Chard will be a successful, vibrant, attractive town, where people
want to live, work, study and visit.
The town will have real and accessible transport links, decent housing provision for all,
excellent employment and business opportunities and a vibrant community life. It will be
clean, green, safe, active and prosperous, and a place to be proud of.

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The Mayor’s Report
Cllr. Garry Shortland
As we approach the end of my second term as Mayor, it is
always good to look back at the year’s events.
It has been my honour to serve Chard over the last 12 months
and to promote our town throughout Somerset.
Chard is an amazing Town and its people are some of the
most community-minded in Somerset. One of our most loved
community events is Chard Carnival, and this year was a great
success and a triumph for the committee. Last year’s Halloween event was in doubt but
thanks to Kelly Leigh and a group she put together, the event was saved.
Chard’s Christmas lights again were excellent, and thanks go to the Council’s Outdoor
Services team for their installation but none of these events would be possible without the
help of the people who close the roads to keep us all safe during these events.
I also had the pleasure of welcoming a visit from the young people of Helmstedt, Chard’s
twinned town. Their visit coincided with the centenary of the end of the First World War and
I was delighted to be joined by our visitors at the Remembrance service to jointly lay a
wreath in reconciliation. Later that evening, we lit the Beacon along with the Town Crier and
other Towns and cities throughout the United Kingdom.
It has been my privilege to be involved with the Britain’s Disabled Strongman events held
here in the Guildhall, which is a real testament to the athletes who take part in how they
have overcome their disabilities to compete and I would urge you all to look at the event on
social media.
For the last 2 years, I have raised money to support Hope For tomorrow who keep the
Mobile Chemotherapy Unit running and on the road. The Unit comes to Tesco’s carpark on a
Tuesday, saving the stress of traveling to Musgrove Park Hospital for treatment. It has been
an honour to work with the Ford family on this project and I am pleased to say that this year
we have raised £4,137.40.
As with all these events they can only happen with the help of the community so if you feel
you can volunteer for any of the groups here in Chard, they would be very grateful.
I believe the future for Chard is on the up, we were all devastated with the closure of the
swimming pool and a lot of effort was put in to save it but to no avail. However, with the
new regeneration of Chard coming with the leisure centre first and foremost this will make
Chard a more vibrant town.

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The Town Clerk’s Report
Nick Randle OBE
Interim Town Clerk
As Chard’s Interim Town Clerk, I have returned temporarily to the Council some 18 years
after originally having been permanent Town Clerk here. While much has changed in the
intervening years the core spirit of Chard is very much in evidence. Chard is a community
that cares about its history and its future and in its status as an industrial town set within a
rural landscape.
As I write the Chard Town Council has been through some years of upheaval and as the
elections approach, we look forward to a period of renewal. Inevitably, following the council
elections Chard Town Council will have a number of new Councillors although fortunately
some experienced Councillors will remain. There has also recently been a significant turnover
of staff which means that the excellent new team will be building their experience and
developing their roles as the Council itself develops.
Both on its own initiative and in partnership with other Councils, Chard Town Council
provides a range of services. These include: •
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Stewardship of Town Property and Finances
Maintenance of the Town’s Open Spaces and Playgrounds
Provision of Allotments
Operating Chard Cemetery
Maintenance and Operation of Chard Guildhall as our main community venue
Operating Chard Local Information Centre
Working with and supporting community organisations
Provision of Grants to Chard Organisations
Operation of the Town Street Cleansing Contract
Provision of street furniture and waste bins
Acting as a statutory consultee on planning applications
Lobbying public sector bodies on behalf of the Town
Representing Chard with outside organisations
Providing a Civic programme

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In the first weeks of the New Council we will review our governance structures, undertake a
joint training day and embark on a process to define the Council’s strategy for the period
ahead. We hope that these activities will allow the Council to define a detailed plan which will
support the vision for the Town that the Council holds. While the new Council will decide the
overall direction, it is already likely that there will be a strong emphasis on environmental
programmes, improving the Council’s engagement with the community and finding ways to
support services provided by Principal councils where funding is being withdrawn.
In summary Chard Town Council looks forward to a period of renewal and to working in new
ways on behalf of the community in the years ahead.

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The Deputy Town Clerk & RFO’s Report
Tracy Lamb CiLCA, PSLCC
Deputy Town Clerk & RFO
Mayor’s Allowance
The Mayor’s allowance exists to help defray the cost to the Mayor whilst undertaking his/her
duties for the civic year. Chard Town Council is committed to accountability and
transparency in respect of all expenditure, including the Mayor’s allowance.
The term of office begins from the time of the election of the Mayor at the Annual Town
Council meeting. The current annual budget is £4,500 with £437 unspent from the 20172018 financial year (the term of office running until May), of which £4,675.35 has been
spent, however this is subject to change until the new Mayor is elected on 09th May 2019.
Council adopted a policy for permitted expenditure in March 2017 and details of expenditure
are as follows:

Mayors Allowance

Amount

Mileage to and from events

£0

Tickets to events
Raffle/draw tickets

£202
£0

Donations to charity stalls, etc.

£0

Reasonable clothing allowance for civic events

£0

Telephone, stationery and printing

£0

Costs incurred e.g. hire of a venue, in relation to the Mayors
fundraising events for the Mayor’s named charity(s)

£4,473.35

Total

£4,675.35

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Council Tax
Council Tax for the three Local Authorities responsible for Chard has been set for the year
2019-2020 at the following levels: Chard Town Council
South Somerset District Council
Somerset County Council &
Somerset County Council Adult Social Care
Avon & Somerset Police Authority

£148.08
£167.11
£1,151.64
£88.09
£217.81

0% increase
2.85% increase
3.99% increase

Devon & Somerset Fire & Rescue
Total based on Band D Properties

£86.52
£1,859.25

2.99% increase

Expenditure
£180,100
£79,850
£27,850
£5,300
£3,248
£228,039
£3,270
£225,100
£16,055
0
0
0
£768,812

Income
£11,300
£50,000
£31,071
£4,600
£6,000
£35,550
£1,130
£4,620
£0
£15,800
£608,741
£0
£768,812

12.38% increase

Summary of Accounts for 2017-2018
Item
Amenities Including Capital
Street Cleaning
Cemetery
Allotments
Market
Guildhall Including Capital
Tourist Information Centre
Support & Other Services
Grants
Precept Support Grant
Precept
Contribution from reserves
Total

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Summary of Budget for 2018-2019
The Accounts for the year ending March 2018 have not been finalised and audited. The
figures below are the budgeted accounts for 2018-2019.
Item
Amenities Including Capital
Street Cleaning
Cemetery
Allotments
Market
Guildhall Including Capital
Local Information Centre
Support & Other Services
Grants
Precept Support Grant
Precept
Contribution from reserves
Total

Expenditure
£271,369
£56,750
£29,941
£4,386
£700
£328,728
£650
£197,559
£16,355
0
0
0
£906,438

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Income
£8,600
£56,750
£35,011
£3,800
£5,000
£46,225
£500
£1,620
0
£5,420
£631,341
£112,171
£906,438

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Outdoor Services
Shirley Pitman
Outdoor Services Manager
We have been working with SSDC with regard to our Street Cleaning Program. Following this
a new working structure has been implemented over the year. The cleanliness of the town
centre and surrounding areas has improved as the team address the new structure. This has
been commented on by the Environmental Services Manager from SSDC and the public.
The summer flowering season with our hanging baskets and beds, after improved care
provided the town with a wonderful display this year. We experienced an incredibly hot
summer, so the maintenance of the baskets and beds was an arduous job with consistent
watering having to be undertaken to ensure the beautiful displays were kept alive. A number
of comments came from the public congratulating the council on the standard of the baskets
and beds.

New ashtray lids on a number of litter bins together with the installation of new and
additional waste bins were made within the town centre. During the course of the ashtray
lids installation we had comments from the public enquiring how they were used, once this
had been explained it was commented that it was an excellent idea and would hopefully
improve the town. We have found that the lids are frequently being successfully used.
The Community Payback have continued to be a valuable asset. During the last year they
have assisted us with greatly needed help. They have undertaken a multitude of tasks
ranging from re-edging pathways, clearing the stream of litter and moss, removal of graffiti,
hedge cutting and painting. Members of the public commented that they were doing a
marvellous job. The effort and enthusiasm that the team provide to the council is invaluable
and at a fraction of the actual cost.

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During this year we commemorated the 100th anniversary of the end of World War One. As
one of the tributes to mark this event we purchased a Commemorative Memorial Bench to be
placed in the Cemetery in readiness for Remembrance Day. This was a paying tribute to the
local servicemen who lost their lives, as you can see it is a beautiful bench. As you sit and
look up the cemetery and reflect, you have a wondrous view of the chapel and the well-kept
graves and shrubs.

We also purchased 5 ‘Silent Soldiers’ now referred to as Silhouettes these were placed at all
the entrances to Chard and also alongside the Beacon. These were also a fitting tribute to
those who made a huge sacrifice in the First World War. The Silhouettes are a mark to
reflect and remember those who served, sacrificed and changed our world, we propose to
erect these each November.
Our Allotments continue to be very popular with Chard residents. Many Allotments were
flourishing with produce and flowers during the marvellous weather we experienced last
summer. We do still have some remaining plots that are available to lease.
We are just in the process of carrying out a Play park equipment and facilities refurbishment
in our parks around the town. The work is ongoing presently but we hope to have this
completed within the next two months. We hope this will again encourage all children to
engage in outdoor activities which promote a healthy lifestyle. Playing outside helps children
to develop their learning abilities. There are numerous health benefits in playing outside,
with more room to play in, children are often more active when outside, which helps them to
build strong bones and good fitness levels, while also enabling them to burn off extra energy
and calories. Outdoor spaces help children to naturally come out of their shells and be more
social, making them more likely to talk to different children and make new friends. This all
encourages children to learn social skills and how to interact with other children.

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The Guildhall
Matt Hawker
Guildhall Manager
The Grade II listed building is continuing in serving many longstanding local groups and organisations in Chard and in addition,
has hosted a wide range of other events and hires from visitors
from further afield.
From all the available rooms, most prominently used is the ground
floor main Auditorium, that features a stage with dedicated audio and lighting systems, and
optional tiered seating and internal balcony, as well as Café area and fully functional Kitchen.
The Town Hall situated on the second-floor hosts, amongst other events, the Monthly Town
Council meetings and has a Balcony, used for Civic events overlooking the high street.
The Guildhall has hosted a number of important community events in the last year, ranging
from Wrestling shows to most recently, 2019 Britain’s Disabled Strongman Event, some of
whose competitors came to Chard to compete from a variety of countries including Europe as
well as America.
A black-tie charity ball was held last year by the “Single Yellow Rose” Charity, who
transformed the interior of the Hall with their distinctive yellow decorative colour scheme for
the night and raised a significant amount of money for their cause. The Guildhall lends itself
well to this type of event as well as birthday parties and private celebrations.
The Guildhall also hosts the Antiques Markets on Thursday mornings, a Saturday market
once per month and recently hosted a Vegan Fair that also drew in a large amount of
interest.
The building’s décor, maintenance, cleaning and general upkeep are all undertaken by a
team of dedicated Caretakers. These custodians of the building also undertake the
arrangements for the configuration of any equipment to be made readily available for the use
of the Public prior to and during their specific Hires. They are also on hand as a point of
contact for many of the building’s visitors and members of the public.
The Guildhall recently have had the new CCTV system installed and commissioned, this is an
improvement from the previous system and it is now able to record digitally with 5-megapixel
a range of 5-megapixel cameras. Covering a large area of Fore Street and Boden Street, the

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new CCTV is an asset that can help the Police as they protect and serve the community of
Chard.
The Heating system within the building has also benefitted from improvements through a
modernisation of the electronic management system late last year. This will make more
efficient the application of heat throughout all the relevant areas of the building and will cut
running costs of the heating of the building while the system will continue to improve on
itself.
We have a small number of significate maintenance improvements running over the course
of the next year; one of which is the Café Area roof being due for its wood to be retreated
with preservative and along with this some repairs are to take place on a few of the joints, a
local business has been assigned this work.
The front of the building shall undergo a considerate and well needed clean, this will remove
algae and vegetation that has accumulated over the years and help bring the stone work
back to its former glory and assist in the resistance for deterioration for its upcoming years.
One of the other significant changes that the Guildhall will undertake is the improvement to
the front doors of the building, again, initially facilitated by a local business, this will include
the additional ease of accessibility for disabled patrons as well as visitors with young children,
furthering its accessibility to all.

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Community
Liz Johnson-Idan
Community Liaison Officer
Since joining Chard Town Council as Community Development Officer in August 2018 I have
had the pleasure of working with both staff and Council on a range of issues and events
which have proven to be rewarding, stressful, exhilarating and heartbreaking by turn and
often all at once.

Community Groups and Organisations

Youth

Elderly

Environmental

Sport

Vulnerable

Historical

Arts

Health

Other

An initial scoping exercise found information on over 100 groups and community
organisations active in Chard. Updating contact details and identifying where and when they
meet took some time but I am confident that the list is as accurate as possible. Since the
initial search several new groups have formed so it continues to be a ‘work in progress’ and
that reflects the interests and needs of people in the area.
I continue to monitor the range of community-based organisations and where appropriate
signpost to initiatives active in other areas. Funding is always an issue and is becoming more
difficult but wherever possible I direct groups to funding streams that are available for their
needs.

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Environmental sustainability has become a priority during this period and I am working with
campaigners to increase awareness in the levels of single use plastics, recycling and
afforestation to address the issues and reduce the impact of the Town Council on the
environment. This will also play a significant role in forward planning.
Additional funding from SSDC enabled the purchase of two electronic noticeboards for use in
the Guildhall. One of these is in the foyer where it can be read from outside which is
particularly useful during the evening. They are movable and easy to update with a scrolling
display of news and events and have capability for video and audio display.
Mayor’s events have included a Concert, Remembrance Day, Christmas Lights, Pantomime,
Bumble Bee Ball and St George’s Day. While all have received praise from those who came.
The Mayor has been invited to and attended nearly 40 events over the last year covering a
diverse range of activities in support of the local community of Chard and the wider area.
While these last months have been a learning curve in many ways and new challenges evolve
as the role develops the fact that the Community Liaison Officer acts as the buffer and link
between the community and the Council means there is never a dull day and the ability to
foresee what the future will bring other than the regular events calendar will remain an act of
faith as it will always reflect the wishes of the Mayor and change as the person in the role
does.
The coming year will no doubt bring new challenges, and one hopes, some triumphs, as the
work continues to liaise with the community and elected members and I am particularly
looking forward to working with the new Mayor whoever that may be.

Organisation and Accountability
There are three tiers of local government, each with different responsibilities.
Chard Town Council is the first and most local tier, with an important role to play in
promoting the town, representing its interests and supporting the work of different groups in
the community. South Somerset District Council is the second tier and is responsible for
services including car parking, housing and street cleaning. Finally, Somerset County
Council’s responsibilities include highways (relating to both roads and pavements), education,
health and social services, public rights of way and libraries.

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Chard Town Council has fifteen elected Councillors who are elected every four years and
represent one of six areas in the town, known as wards. The wards are Avishayes, Combe,
Crimchard, Holyrood, Jocelyn and Shepherd’s Lane.
The Town Mayor and Deputy Town Mayor are elected annually at the Annual Town Council
Meeting in May. Councillors are unpaid and commit their time to improving Chard and
maintaining it as an attractive and sustainable place in which to live, visit and to do business.
Elections were last held in May 2019 and are scheduled to be held next in May 2023.
The full Council meets bi-monthly in the Town Hall at The Guildhall. All meetings are open to
the public, with a period of time set aside for members of the public to address Council.
There are some occasions when for reasons of confidentiality members of the public and
press are excluded. This is by means of a resolution in accordance with the requirements of
the Public Bodies (Admission to Meetings) Act 1960.
In addition to the full Council meetings there are three standing committees; Finance and
Personnel (F&P), Guildhall and Amenities (G&A) and Planning and Highways (P&H). P&H
meet every month to act as consultees on planning applications and highways issues. F&P
and G&A meet in rotation on the months between Full Council meetings. Again, all meetings
are open to the public. Council also have a Personnel Sub Committee (PSC) to support the
Town Clerk in the appointment and management of staff and to manage the Town Clerk. The
PSC meet every month but these are business meetings and are therefore not open for
members of the public to attend.

1. Finance & Personnel Committee is authorised by Full Council to take responsibility
for the preparation of the Councils annual precept, review of the longer-term strategy
of the Council, monitoring and scrutinising of the budget. In addition, the Committee
takes responsibility for the regular review of Standing Orders, Financial Regulations,
Insurance, Risk Management, Policies and Terms of Reference. It has delegated
responsibility to make expenditure against the Council’s Administration Budget. The
Committee monitors the Council’s Monthly Accounts Reports and takes appropriate
action to ensure compliance with budget.
2. Guildhall and Amenities Committee oversees the management, maintenance and
enhancement of the Guildhall building, including maximising the continued use of the
building by external groups. The committee works to ensure that the Town Council
plays its full role in promoting the cleanliness, safety and development of the town

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and its open spaces. It has responsibility for setting Guildhall hire charges, allotment
rents, market rents and cemetery fees subject to approval of Full Council.
3. Planning and Highways Committee make observations on all planning
applications and planning issues, including Development Briefs, Local Plans, Structure
Plans and Development Control and to make site visits where necessary. The
committee works to ensure that planning matters are exercised in accordance with the
legislative and policy requirements of the Council with due regard for the individuals
and communities affected, the economic effects, sustainable and environmental
impacts
In accordance with statute, at the end of each financial year the accounts of the Council are
available for public inspection for a period of 30 working days. This period is advertised and
facilities are made available for members of the public to come and examine the Council’s
accounts. As the Council is committed to a policy of openness and transparency any reasonable
request to view the accounts, or any other aspect of Town Council work, will try and be
accommodated at any time of the year. The External Audit last year was completed by
PKF Littlejohn LLP and there were no matters of concern identified or reported.
The Council’s website contains a lot of information about services and functions of the Council
and there are many downloadable forms available relating to allotments and the cemetery. All
of the minutes of the Council’s meetings and also its policies are available and can be
downloaded in a PDF Format. If you do not have access to a computer and wish to see copies
or extracts of minutes these can be made available for you to view at the Guildhall upon request
in advance. Recent news events are also uploaded and details of any vacancies that occur
within the Council. There is also a comprehensive list of groups and organisations on the
website – if you know of a group that isn’t included please let us know as we would like to
ensure information is easily accessible for the many organisations based in Chard.
The Town has an electorate of 10,214 as of 1st May 2019.

Town Council Staff and Management
The Council currently has posts for a total of nine full-time staff and eight part-time staff,
(three posts are currently vacant).
The administration of the Town Council is currently led by the Interim Town Clerk (Nick
Randle) who is appointed by the Council. The Interim Town Clerk must carry out all the
functions required by law as the Town Council’s Proper Officer and issue all statutory
notifications.

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They are supported by the Deputy Town Clerk (Tracy Lamb), who is also the Responsible

Financial Officer for the Council, with specific duties relating to the budget, annual accounts
and audit to ensure proper financial management and transparency.

Your New Council
How to get in touch
Your Town Councillors are elected democratically by the people of Chard. They
are not paid and do not receive any allowances. It is the Councillors that make
the decisions and steer the direction in which the Council goes.
Avishayes Ward
Mrs. Cath Morrison
Garry Shortland
Dave O’ Brien

01460 239120
01460 61592
01460 66104

Combe Ward
Andy Kenton
Mrs. Amanda Broom
Steve Warwick

07921 574019
01460 62102
01460 61977

Crimchard Ward
Mrs. Jenny Kenton
Martin Carnell
Mrs. Jenny Orchard

07921 574019
07411 696725
01460 67760

Holyrood Ward
Mrs. Sue Wyatt
Jason Baker
Dave Orchard

01460 61370
07736 310805
01460 67760

Jocelyn Ward
Dave Bulmer
Mrs. Sara Dowell
Mrs. Irene Glynn

01460 67917
01460 261898
01460 238417

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Details of Councillors’ addresses, and email contact may be obtained on request from the
Town Clerk and are also available on the Chard Town Council website under the page
‘Council’.

Contacting Officers
Visit us at:
Chard Town Council
The Guildhall
Fore Street
Chard
TA20 1PP

email: townclerk@chard.gov.uk
email: financeofficer@chard.gov.uk
Tel: 01460 239567

Other Council officers may be contacted through
chardtowncouncil@chard.gov.uk or by phoning the Reception Desk on
01460 239567.

Other Legal Requirements
Chard Town Council is registered with the Information Commissioners Office
to enable it to hold information under the Data Protection Act 1998, The
Freedom of Information Act 2000 and has adopted the Model Code of
Conduct for the conduct of its Councillors.

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