The Leamington & Warwick Model Railway Society
A Company Limited by Guarantee Registered in England & Wales No: 04938339 A Registered Charity in England & Wales No: 1117232
Annual Report and Accounts For the Year Ended 31 March 2025
1
The Leamington & Warwick Model Railway Society
Annual Report and Accounts For the Year Ended 31 March 2025
| Contents | Page |
|---|---|
| Annual Report of the Council of Management | 3-6 |
| Independent Examiner’s Report | 7 |
| Statement of Financial Activities | 8 |
| Balance Sheet | 9-10 |
| Notes forming part of the accounts | 11-12 |
2
The Leamington & Warwick Model Railway Society Annual Report of the Council of Management For the Year Ended 31 March 2025
The Council of Management presents its annual report and accounts for the year ended 31 March 2025.
REFERENCE AND ADMINISTRATIVE INFORMATION
Charity name: The Leamington & Warwick Model Railway Society Charity registration number: 1117232 Company registration number: 04938339 Registered office address: 71 Admiral Way Leamington Spa Warwickshire CV31 1AX Operating address: New House Farm Knightcote Warwickshire CV47 2DA
COUNCIL OF MANAGEMENT Covers the period 1 April 2024 to 31 March 2025 Mr S G Butler Secretary Mr S Burrows. elected 15th November 2024 Mr A Cope Mr K Croucher Ms A Evans. elected 15th November 2024 Ms A Evans. retired January 2024 Mr J V Gowers Dr P Hutchinson Chairman Mr M Reader. elected 15[th] June 2023 Mr D Roots Mr S Ridgway Treasurer Mr G Smith Mr SD Wilcock SECRETARY Mr SG Butler. elected 15[th] June 2023
BANKERS
HSBC UK, 65 Cornmarket Street, Oxford, Oxfordshire, OX1 3HY
STRUCTURE, GOVERNANCE AND MANAGEMENT
The Society is a charitable company limited by guarantee. The company was incorporated on 21 October 2003 and was registered as a charity on 13 December 2006. The company was established under a Memorandum of Association, which established its objects and powers and is governed under its Articles of Association. In the event of the company being wound up, each member is required to contribute an amount not exceeding £1.
3
The directors of the company are also the trustees of the charity and under the company’s Articles of Association are known as members of the Council of Management. The members of the Council of Management are elected at the Society’s Annual General Meeting. Under the Articles of Association, at least one-third of the Council of Management is bound to retire by rotation at each Annual General Meeting. The retiring members may offer themselves for re-election.
RISK MANAGEMENT
The Council of Management has considered the major risks to which the charity is exposed and has established procedures to manage those risks.
OBJECTIVES, ACTIVITIES, ACHIEVEMENTS AND PERFORMANCE
The Society’s objectives are to advance public education, to foster a general interest in railways and model railways and to encourage a high standard of modelling by its members.
’ When planning its activities, the Council of Management has considered the Charity Commission s guidance on public benefit. There follows a summary of the principal activities of the Society which relate to its objectives.
The largest and most significant activity and achievement in this last year has been the construction of a new first floor in the clubhouse. This was built by members working voluntarily under the supervision of a member with the professional skills and experience to undertake such a project. As part of the build, a lift was installed to ensure access to the new floor by those unable to manage stairs. The new floor has given us much needed space to accommodate the number of members that we now have. It has also allowed us to set up a narrow-gauge group, indoor G1 group and a TT:120 group. The N gauge group are no longer cramped into too small an area. We now have a flexible space on the ground floor and a newly refurbished library. The workshop now has its own room and will be refurbished when time and funds allow. The new floor was officially opened by Pete Waterman on 7th September 2024.
The Society continues to support the Great British Model Railway Show at the British Motor Museum, Gaydon rather than promote its own exhibition due to the financial risks involved. In October 2024, we had the club stand to promote the club and club members demonstrated various modelling skills. We also took two of our club layouts, the OO group’s Duxbury and the Modular layouts. Two weeks after this exhibition, we had a public Open Day at the club house, which was well attended and some new members were recruited.
In November 2024, the club stand went to the Warner’s National Festival of Railway Modelling, where members demonstrated various modelling skills. The club stand has also been to The International N Gauge Show in September 2024 and the Midlands Garden Railway Show in March 2025. These events allowed us to promote and encourage an interest in model railways generally and provide broader services to the local community. At these events, wagons commissioned by a member have been sold to raise funds for our local hospice.
Due to the building of the new floor, the opportunity for club layouts to go out to exhibitions has been limited to the attendance of the OO layouts at the Great British Model Railway show as noted above, and the P4 scale Clarendon and Scrubbs Lane to Scalefour Crewe. However, we did have a successful summer Open Day with a live steam event on the Outdoor Track.
4
The Society also makes its club rooms available to other railway groups in order to hold meetings as a further means of meeting its charitable aims. This has included several meetings for MERG (Model Electronic Railway Group) during the year. Also the London North Western Railway Society held a meeting in the clubhouse.
During the year, the Society received through its website, a large number of enquiries on a wide range of railway, modelling and associated subjects. The Society endeavours, by allocating the enquiry to members with appropriate experience, to respond to the enquiry in a timely manner. Members have helped by providing advice, guidance, offers of help and detailed information and this helps to further the Society’s objectives to advance public education and foster a general interest in railways and model railways.
An example of the type of enquiries included contacts from relatives of recently deceased modellers requesting help with disposing of the deceased model railway items and the Society advised them on a variety of avenues that they might like to pursue to dispose of the items.
One of our members is a primary school teacher, who along with a few other members is planning a project for children at his school. The aim is to encourage the children to build a small scenic board each that can be joined with others. The project will encourage the children’s imaginations and skills in making scenery.
FINANCIAL REVIEW
The Statement of Financial Activities shows a deficit for the year of £33,034 (in 2023/24 there was a deficit of £21,879).
The dominating factor over year has again been the construction of an additional floor in the building used as a clubhouse. The expenditure is now complete and stands at £70,408. Spending in this past financial year was £28,901 and again has had a major impact on the reserves held which were reduced by a further £33,000 to £22,523.
Member’s contributions increased by £2,000 (due to the increased rates from January and a few additional member numbers) which consequently increased the Gift Aid by £1,300. However, the gross interest from the savings account fell by £900 due to a combination of lower balances as we spent on the new floor build, and reduced rates. The 2[nd] hand stall surplus was also down a little on previous years. Although ‘Other Income ’shows a drop from last year it was matched by a drop in ‘Other Expenditure ’and thus had no overall effect. Expenditure was up from £47,719 to £59,749 but this was mostly due to the larger proportion of the new build costs occurring this year. This has now been completed so will not feature next year. Other expense variations from a “normal” year have largely balanced each other out – the large maintenance bills have not been repeated and the electricity arrears have been paid, for example.
As in previous years, receipt of £3,357 Gift Aid (£2,011 last year) has been a significant contributor to the income. This shows the benefit the work by Ian Spalding to make the submission, and of members agreeing to support it. The increase will be from the greater membership contributions.
Over the past year basic running costs were £12,797 (£13,672 in 2023/24), reduced from the previous year mainly because there weren’t the exceptional one-off expenses incurred as mentioned above..
The Society incurred no non-recurring expenditure during the year.
Gift Aid claims will continue to be made in the future.
5
RF".SFRI'F_% V()I.IC'I" .41 th l-.CJNf in ?11?4. it (kii&u5 hN' IIK" mLynkTthip that tht riYrvc5 knuld IK" u.%¥il li) (()nslTUkl 4 niii Ilimii 111 141e Liirri"ni ilub Zi) L4Xl¥ixl il &Iilib J IwilJinLT 1% Ith Ilixw4. Thi- liTr'KI lif riYr4 is &11 coniiniJ(' léi r{Th.iN.ca cach ..Innual (•LTr*.Il ¥lixlinLv (if ilk. 54KiLII. ".KI()I S INI'lnF.NTS RF.POk"I'lThC: . C"hdrit% ( (MnmiKNi(m that a cFkuili .51Kld ILrA)rf M'riimts irKi&LSrf<1nL MhiLh hd%'L' IlutlLY rLY7 JL /,-24
Independent Examiner's Report to the Council of Management of The LeamiDgton & WaThiek Model Railway Society For the Year Ended 31 March 2025 I report on the accounts ofthe company for the year ended 31 March 2025. which aff t out on pages 81012. Respective respollsibilities of Ibe Council of MalgeMent and ¢xamiller The Council of ManagemenL who arc also the directors ofthc company for the purFK)ses of ci)mpany law, are responsible for th¢ prepardtion of the accounts. The Council wnsider that an audit is not required for the peri(Kl under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independenl examination i5 needed. Having satisficd myself that the charity is not subject to audil under )MpanY law and is eligible for ind¢pendcnt examinatio il is my responsibilit). to: Examine the SoUnts under section 145 of the 2011 Act- To follow the predureS laid in the general Directions given by the Charity Commission und¢r section 145(5)(b) of the 2011 Act. and To stale whether particular maners have come to my attention. Bsis of indendent esaminer's rew)rt My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and secking explanations from you as the Council of management concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion i5 given as lo whether the accounts present a 'true and fair view 'and the report is limited to those matters set out in th¢ statement below. Independent examiner's statement In connection with my examination. no matt¢r has come to my attention: l. Which gives me reasonable cause to believe ihat in any malerial Spect the requirements.. To keep oUnting records in accorilance with section 336 of th¢ Companies Act 2006; and To prepare accounts which accord with the accounting record4 comply with the accounting requirements of section 396 of the Companies Act 2006 and with the methods and principlcs of the Ststement of Recommended Practice: Accounting and Reporting by Charities have not tttn met" or 2. To which, in my opiniotL attention should be drawm in order to enable a proper understanding of the accounts to be Awhed. 21,,1 zs Bernice Jaggard FCCA FFA FMS (Hereford) Limited
T he Leamington & Warwick Model Railway Society Statement of Financial Activities For the Year Ended 31 March 2025
| Statement of Financial Activities For the Year Ended 31 March 2025 |
||
|---|---|---|
| 2025 | 2024 | |
| 12 Months | 12 Months | |
| Unrestricted | Unrestricted | |
| Fund | Fund | |
| Total | Total | |
| Incoming resources | ||
| Incoming resources from generated funds | ||
| Voluntary income | ||
| Members contributions | 19,543 | 17,580 |
| Donations and bequests | 344 | 260 |
| Gift Aid | 3,357 | 2,011 |
| Activities for generating funds | ||
| 2ndhand stall | 1,632 | 1,940 |
| Club clothing revenue | 144 | 132 |
| Investment income | ||
| Bank interest (nil tax 2023/24) | 305 | 1,226 |
| Incoming resources from charitable activities | ||
| Outdoor Railway | 85 | 500 |
| Room hire income | 525 | 426 |
| Other Income | 780 | 1,765 |
| Fixed Assets increased | - | - |
| Stock Increase (club clothing @ cost) | - | - |
| ______ | ______ | |
| Total incoming resources |
26,715 | 25,840 |
| ______ | ______ | |
| Resources expended | ||
| Costs of generating funds | ||
| Fundraising trading: cost of goods sold and other costs | ||
| Club clothing stock sold | 153 | 110 |
| Charitable activities | ||
| Exhibition expenditure (2ndHand costs)- 2025 | 1,429 | - |
| Exhibition expenditure (2ndHand costs)- 2024 | - | 1,754 |
| Layout expenditure | - | - |
| Outdoor Railway build (costs plus new assets) | 2,286 | - |
| Other expenses | ||
| Rent, Council Tax and utilities | 9,184 | 8,838 |
| Insurance | 649 | 626 |
| Expenditure on clubrooms (including layout barriers) | 264 | 1,260 |
| Maintenance | 2,670 | 3,794 |
| Depreciation | 230 | 256 |
| Other expenses | 770 | 1,766 |
| Publicity & Charitable | 312 | - |
| Miscellaneous expenses | 295 | 414 |
| Mezzanine Build | 41,507 | 28,901 |
| ______ | ______ | |
| Total resources expended | 59,749 | 47,719 |
| ______ | ______ | |
| Net movement in funds | (33,034) | (21,879) |
| Total funds brought forward at | ||
| Financial Year start | 55,557 | 77,436 |
| ______ | ______ | |
| Total funds carried forward at | 22,523 | 55,557 |
| Financial Year end | ______ | ______ |
The Statement of Financial Activities includes all gains and losses in the year. All incoming resources and resources expended derive from continuing activities.
8
The Leamington & Warwick Model Railway Society Balance Sheet as at 31 March 2025
| 2025 | 2024 | ||
|---|---|---|---|
| Total | Prior Year | ||
| Notes | Funds | Funds | |
| £ | £ | ||
| Fixed assets | |||
| Tangible assets | 2 | 2,074 | 2,304 |
| ______ | ______ | ||
| Total fixed assets | 2,074 | 2,304 | |
| ______ | ______ | ||
| Current assets | |||
| Stocks | 3 | 1,487 | 1,640 |
| Debtors and prepayments | 4 |
- | - |
| Cash at bank and in hand | 18,962 | 51,613 | |
| ______ | ______ | ||
| 20,449 | 53,253 | ||
| Creditors:Amounts falling due | |||
| Within one year | 5 | - | - |
| ______ | ______ | ||
| Net current assets | 20,449 | 53,253 | |
| ______ | ______ | ||
| Net assets | 22,523 | 55,557 | |
| ______ | ______ | ||
| The funds of the charity | |||
| Unrestricted funds | |||
| General funds | 22,523 | 55,557 | |
| Total unrestricted funds | ______ | ______ | |
| and Total charity funds | 22,523 | 55,557 | |
| ______ | ______ |
9
The Leamington & Warwick Model Railway Society Balance Sheet at 31 March 2025 (continued)
For the year ended 31 March 2025, the company was entitled under section 477 of the Companies Act 2006 to exemption from the audit of its accounts.
Members have not required the company to obtain an audit in accordance with Section 476 of the Companies Act 2006 in relation to its accounts for the year.
The directors are responsible for ensuring that the company keeps accounting records which comply with Sections 386 and 387 of the Companies Act 2006 and for preparing accounts which give a true and fair view of the state of affairs of the company as at the end of each financial period and of its income and expenditure for each period in accordance with the requirements of Sections 394 and 395 of the Act and which otherwise comply with the requirements of the Companies Act 2006 relating to accounts, so far as applicable to the company.
The accounts have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies.
Approved by the Directors on 2025 and signed on its behalf by:
……………………….. Peter Hutchinson, Chairman
………………………..
Stephen Butler, Secretary
The notes on pages 11 and 12 form part of these accounts.
10
The Leamington & Warwick Model Railway Society Notes to the Abbreviated Financial Statements For the Year Ended 31 March 2025
1. Accounting Policies
Basis of accounting
The accounts have been prepared under the historical cost convention and in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities (SORP 2005) issued in March 2005, applicable accounting standards and the Companies Act 2006.
Depreciation
Depreciation is provided on all tangible fixed assets in use at rates calculated to write off the cost less estimated residual value of each asset over its expected useful life, as follows:
Plant and equipment - 10% on reducing balance
Stock
Stocks are valued at the lower of cost and net realisable value, after making due allowance for obsolete and slow moving items.
| 2. Tangible Fixed Assets | 2. Tangible Fixed Assets | |
|---|---|---|
| Cost: | £ | |
| Initial purchase | Spray Booth | 220 |
| Ultrasonic cleaner | 392 | |
| Lathe + milling m/c | 400 | |
| Grass patch maker | 55 | |
| Outdoor railway | 2,276 | |
| Disposals | - | |
| ___ | ||
| 31 March 2025 | 3,343 | |
| ___ | ||
| Depreciation | ||
| 1 April 2024 | 1,039 | |
| Provision for the year | 230 | |
| Disposals | - | |
| ___ | ||
| 31 March 2025 | 1,269 | |
| ___ | ||
| Net book value | ||
| 31 March 2025 | 2,074 | |
| ___ | ||
| 31 March 2024 | 2,304 |
11
The Leamington & Warwick Model Railway Society Notes to the Abbreviated Financial Statements For the Year ended 31 March 2025 (continued)
3. Stocks
| 3. Stocks | |||
|---|---|---|---|
| 2025 | 2024 | £ | |
| £ | |||
| Society sweatshirts, polo shirts and T shirts etc. held | 1,459 | 1,640 | |
| for sale to members, valued at cost price | _____ | _____ | |
| 1,459 | 1,640 | ||
| _____ | _____ | ||
| 4. Debtors and prepayments | |||
| 2025 | 2024 | ||
| £ | £ | ||
| - | - | ||
| _____ | ____ | ||
| - | - | ||
| _____ | ____ | ||
| 5. Creditors –Amounts falling due within one year | |||
| 2025 | 2024 | ||
| £ | £ | ||
| - | - | ||
| _____ | ____ | ||
| - | - | ||
| _____ | ____ |
6. Trustee remuneration
No member of the Council of Management received any remuneration during the year.
7. Guarantee
The company was incorporated under the Companies Act 1985 and, not having a share capital, is limited by guarantee. The guarantee of each member is £1. The position at the period end concerning members giving a guarantee was as follows:
No of members Total members guarantee At 31 March 2025 103 £103
12