ROAD LOCOMOTIVE SOCIETY Registered Charity No. 1159394
Annual Report of Officers & Section Officers 2022/2023
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Chairman
Andrew Smith
We have had another very good year and with things now back to normal without COVID restrictions we have been able to hold all our meetings and visits. We had a very successful winter meeting at Milestones in March with John Penfold giving a talk on his family’s steam business and followed up with Trevor Smallbone presenting a varied selection on Derek Stoyels photographs. We are going to continue the Penfold story in the journal with John’s help an encouragement as there is so much more detail to share.
Our Spring Visit was to the Woodward families yard, Buglawton, Congelton, Cheshire where we had a great display of the resident engines and a good selection of visiting engines as well as the official launch of the Societies latest publication,“The Major R. J. W. Ind Collection of Historical Photographs” which covered all its costs in the first month and has continued to sell well.
We had a change this year taking the opportunity to attend some different rallies and our first one being Welland which was a great success despite the best attempts of the weather to make ground conditions challenging with torrential rain on the lead up to the show. The spectacle that is the Great Dorset Steam Fair did not go ahead this year for various reasons and its future remains unknown. With a gap in our calendar, it created an opportunity to attend the Onslow Park rally organised by the County of Salop Steam Engine Society over two days of the August bank holiday weekend. It was a rally I have always wanted to attend so an opportunity not to be missed. I would like to extend special thanks to all those who supported all our events and the team who helped with our activities. We had amazing assistance putting up displays, manning the marquees and most importantly being there to take down and pack up displays at the end of the shows.
The aims of our Society remain unchanged since 1937 – “The enhancement of education and research into the past history of all types of self-propelling steam engines”. We have achieved so much over the last few years raising the profile and image of the Society, growing and maintaining membership, producing a class leading Journal every quarter and adding more collections to our archive to name but a few. We have been very lucky to have two collections donated to the society over the last year from members Tony Hunt and Gary Hendy.
Much work is done behind the scenes by both our Trustees, the wider circle of those who offer freely their time including our section officers, membership secretary, Journal editor, sales officer and those who assist with technical help for our website and other IT requirements.
One of our greatest challenges is helping to run the Society. Much of the “work” involved falls to a small number of key individuals. Despite our various adverts and appeals for a new Treasurer we have not had any candidates step forward and offer their services. Thomas
Baines offered to assist with the gift aid claim with HMRC and completed this important task earlier in the year. Hedd Wyn Jones has taken over the bookkeeping element and, Simon Nutall will assist with the accounts for the Society, and we thank them for their help. I also gave a clear indication that I will step down as Chairman at the end of my current term in 2024 to give plenty of time to find my successor. If you think that you can offer some time to the Society to look after some tasks, or a small amount of other admin, the Chairman or Secretary would like to hear from you.
Matt Healey stepped down as Membership Secretary earlier in the year due to pressure of work, family commitments and his demanding role at the Foxfield railway and I would like to record our thanks to Matt for his work and support for the last few years. Dick Garth kindly volunteered to take on the role.
At last year’s AGM we approved the increase of membership to a single rate of £35 which we know was not popular but necessary. This has created a lot of work for him in chasing up members still paying old rates. Subscriptions are due 1st January, regardless of when you joined, so please ensure you pay the correct amount promptly and this will make administration much easier.
The trustees and I would like to thank those of you who have stepped forward to assist in the running of the Society.
Work continues on our archive on two main fronts. Firstly, our continued effort to conserve the original material which the Society owns. Trevor Smallbone and his team of helpers has continued putting our archive photos into acid free sleeves and storage boxes. Secondly implementing a museum standard archival system that will record all the Societies assets. Following an enormous amount of work by both Andrew Robertson and Michele Goddard we have now started to set up the e-hive software. The system went live at the beginning of the year, and we have loaded in 1,000’s of records covering photographs, books and catalogues and physical items held by the society. This will ensure, with time and effort, we have a comprehensive record of all the archive material the Society owns, where it is stored and fully searchable. These projects are the most important the society has undertaken for many years and will ensure we conserve and catalogue our archive for future generations. We have also taken the opportunity to improve our website this year so once again thank you to Andrew Robertson for carrying out this important work which involved changing hosts, adding regular features such as a photo of the month, regular news and the journal contents Index to encourage return visits.
Many thanks to Allan Marchington, our outgoing President for his support, guidance and involvement over his period of office although it hardly seems possible that year has flown by already. We have been invited by our incoming President Steve Parrott to view Terry and Sandra Sleeman’s collection at St Columb, Cornwall in the morning prior to the AGM.
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Lunch will be provided, and the AGM will be held on site in the new engine shed. Steve, ably assisted by John Wakeham have then organised a series of visits and an evening meal (full details of the itinerary have been provided) We look forward to seeing you on the 14th October with the opportunity of meeting with your trustees and fellow members.
Membership Secretary Dick Garth
I took over as Membership Secretary in July th is year.
The change in annual subscription has caused some confusion. Although details were sent out in the Journal, a significant minority of members are still unaware of this or have forgotten to update standing orders. Despite chasing up those with a working email address there are still 95 members with a shortfall.
Members paying subscriptions will now receive email acknowledgement of payment, or chase-up emails for partially paid and unpaid subscriptions. However, there are still a significant number of members with no recorded email address (despite a request in the last journal) so there will be an ongoing problem.
Membership currently stands at 622 fully or partially paid members. There have been a number of new members this summer, seven being ‘recruited’ by the team at Welland. 395 Members are recorded as having completed Gift Aid Forms.
Unfortunately the following members have died in the last year. Richard Sandercock, John Garrett, Ron Walker, Stan Robinson and Edward Wood.
books. These are currently on loan to MERL at Reading University, along with the works drawings. We also have some customer list books, some of the hiring record books plus a pattern register book, all stored in a fireproof safe and handled as little as possible.
I also have, to refer to, Ron Dawe’s wonderful set of binders of Burrell specifications with photos added wherever he could find one. Ron spent hours poring over old photos trying to put an engine number to them and had fair amount of success. He also collated a lot of drawing lists and sorted them to part descriptions etc.
Michael Lane left his Burrell research to the RLS and this consists of 9 large hardback lined books with the engines all divided into size, type, class etc by date order. Each entry lists many of the key facts about that individual engine. All handwritten, they must represent hundreds if not thousands of hours of work and are incredibly useful when tracking down an individual engine or group of similar engines.
Engine Records Officer
Andy Wells
Without doubt the last year has been unprecedented in my nine year tenure as Engine Records Officer owing to unforeseen personal circumstances. Unfortunately, I have been suffering from a serious health condition with two long spells in hospital and significant periods in recovery. Inevitably this has had a detrimental effect on my ability to carry out my duties, and regrettably my response time has slipped considerably.
Almost without exception members have been unfailingly patient and understanding of the difficulties presented by my position for which I am hugely grateful. I have been overwhelmed by the number of members who have contacted me with messages of support and asking after my well being, thank you to everyone.
Section Officers Reports
Engine Liveries Officer
Richard Willcox
I have been liveries officer for the Society since 1961 and over that time amassed a considerable amount of information on original paint colours and lining details. Less and less original paintwork is seen these days and I am grateful to receive any information from members if they find some on engines they are restoring.
If you are at the stage of painting your engine, please do give me a phone call so that I can share this information with you.
Information Officer
Simon Caudwell
This year has been another steady one with requests for engine details from model makers and engine restorers.
As well as the original Burrell factory build specification books, which were scanned and stored on computer disc some years ago, the society also owns the factory boiler record
As a result of the Chairman kindly mentioning my situation in the journal and at the AGM, I have received about half the number of enquires which I would normally expect, and this has naturally helped to ease the problem.
I have had the normal mixture of individual requests and research enquires from members and the public, with quite a few engaged in long term projects, on specific manufacturers or operators of steam road vehicles. It has been a source of satisfaction to research some complicated engine and company histories and mysteries, and it is not uncommon for me write a reply running from four to eight pages in length. The favourite subject is in respect of a photograph of an engine often recently acquired via ebay for which the identity is sought. I am usually successful in providing details of the engine, but this relies on there being at least one positive identifier both visible and legible in the photograph, for example a registration number, owners name or specific location and date. I find that there is a degree of over optimism where all of these features are absent as this rules out any hope of a break through.
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Borrowing of engine records has been at an extremely healthy level, and this works well when large quantities of information is being sought.
The one area of my work which has been completely curtailed is the support for applications for original or age-related registrations from the DVLA. This is mainly because of the need for a personal visit to inspect the engine as this is a requirement of the V765 procedure. I have kept a list of the outstanding requests and will be contacting them when I am able to resume this activity.
Provided that I make good progress over the 3 months rehabilitation from my surgery I should be back to normal service by the winter.
Modern Photographic Officer Ian McKey
Images have been sent to members, including Committee members this year and initial progress was started on the loading of image scans to the Road Locomotive Society’s database. This work is ongoing as is indexing of donated images. Time is never in sufficient supply!
The collection contains photographs taken in the years of preservation and go back in some cases to the 50s and 60s. The photographs are naturally of interest to those studying steam engines, but also to those interested in social history, as they show the different attitude that existed then to the health and safety of movement for both entrants and the public. Additionally, the changes in dress code are also worth noting!
Photographic Archive Officer Trevor Smallbone
The past year has been a really busy time, I have seen a good many requests for photographs from the Society’s archive photographic collection, which is good that the membership are using the Archive, the majority have been requests for engines owned by family members, others have been used to illustrate articles for the journal.
Also a good many members and engine owners have contacted me, asking for photographs of their engine in its working days, sometimes I am able to provide an image, but sometimes it is not possible, as the engine escaped the lens of the camera! The majority of requests are always via email, which speeds up the response that I can give, very few requests are by letter, but any, are always dealt with reasonably quickly.
Photographic images and valuable information from the collection have been used to support the new Major Ind photographic book which was launched in early May 2023, this has been a huge project for the Society, with much research being undertaken into the Major Ind glass plate negatives that he took, the end result has been fantastic and strong sales of the book have been very encouraging so far.
And photographs from the Society’s extensive collection, will be used in the proposed forthcoming Norman E. Box “The Heavy Haulage Contractor” photographic archive book, the original glass plate lantern slides, which were donated to the society many decades ago, have been scanned and digitalised, with some outstanding results! The Society was also fortunate in 2013 in being able to purchase approximately another 30 original Norman E. Box large photographs from the John Williams auction, these were original photographs as they had the original Entwistle & Thorpe photographer stamps on the reverse. Hopefully the proposed new publication in landscape format will do this important collection of original Norman E Box heavy haulage photographs justice, just like the Major Ind photographs has done in the latest publication.
We have also helped and supported Firepit Media TV company on supplying engine photographic stills for the channel 5 programme “Inside the Steam Museum” which aired on TV in June/July this year.
Photographs from the collection were used to create a new photographic display boards for the Society sales marquee this year at Welland rally, the theme was “Inside the Works” which featured photographs from inside John Fowler & Co., Ltd, Richard Garrett & Sons Ltd., Fowell & Co., Wantage Engineering Co., Wallis & Steevens Ltd., etc.. and others, It takes myself many hours of work to create these display boards for the Society.
The society has also been fortunate in receiving donations by members of engine photographic collections, I would like to thank Tony Hunt of Leeds for his kind donation of photograph albums and original Fowler material from the late Alf Pepper, these include a collection of Fowler photographs and material, and also included some original albums of photographs, with many previously unseen and rare images, also Gary Hendy of Watford who has decided to downsize his huge Collection, with donation of photograph albums, slides, individual photos and other important archive information and material. Also member Michael Armer for his kind donation of original negatives of engines in their working days, these will be scanned and the photographs will be added to the main collection, when time permits. Also I would like to thank Les Freathy who continues to donate photographs to the collection on a regular basis.
Work continues to preserve our Photographic archive, with funding being put in place to purchase more acid free storage boxes and another 15,000 acid free sleeves to help preserve the collection for the future, this is a timeless task, and will take many months, if not years to complete. A huge thanks go to members Mike & Lynn Deering and Sam Goddard and team for helping with putting photographs in the acid free sleeves, the volunteers over the winter/ spring period have done more 20,000 photographs, which is a fantastic achievement. The Derek Stoyel photograph collection that the Society was bequeathed by his son the late Alan Stoyel, has now been sorted into makers and put into acid free sleeves and new acid free storage boxes over the winter/spring, this will make it much easier to search for photographs from this important collection from one of the Society’s founder members.
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Work to scan and digitalise the huge collection continues, now with the E-Hive project up and running, it has made scanning the photographs much easier, and these can be uploaded to the system, but there is still a vast amount of work still to do with this huge project. I would like to thank our Society Secretary Michele Goddard and Andrew Robertson our technical support department and Andrew Smith our Chairman for all their time spent in ensuring this project got off the ground. There is still a huge amount of work to do on the E-Hive project, as scanning the many thousands of photographs and documents will take many months/years to complete.
Progress has been made on identifying the many unknown photographs in the collection, but this is a very difficult task sometimes with very little to help identify them, sometimes having to use build sheets and County engine records, but there is still more work to do on this front as time permits.
I am always on the lookout for new previously unseen photographs to add to the Society’s photographic archives, either originals or copies. If you think you have anything interesting that you think the Society has not got a copy of, then please do get in contact, either via email or letter.
If you need to contact me, to see if we have a photograph of a particular engine or wagon, then my details are inside the journal front cover, If you are contacting via letter, please ensure you enclose a stamped addressed envelope, so I can reply quickly and promptly.
Portable Engine Officer Tony Thomas This year I was only able to loan out one portfolio at the AGM. Under the current rules these have to be handed over personally to the borrower and returned the same way. I have been to two RLS gatherings this year as well as the AGM but I was only able to loan out one portfolio. I have had one request so far this year which was handed over at the Onslow Park Rally.
Requests for specific information which may be in a particular portfolio can always be made by email and I will do my best to resolve the query quickly which could save a lot of time. Please give it a try to tonythomas.sentinel@tiscali.co.uk
There are over 3000 entries in the Traction Engine Register for Steam Engines in Britain and over 600 of these are surviving portables. I appreciate that portables are more difficult to rally so less photos are taken by members but if you have any taken in recent years please send me a copy if you can as I receive very few, most being taken myself.. If any member was able to attend the Bressingham ‘Portables’ special event this year and have a set of photos I would appreciate a copy. I have even resorted to copying photos from Old Glory to increase the number of survivors in the portfolios. If you have anything you think would be interesting to add to a portfolio you can always send post me a copy or attach to an email and I will print a copy for the portfolio.
Traction Engine Portfolio Section Neil Smith
As your Portfolio Section Officer I can report that I have only loaned out 12 Portfolios over the last year. These have ranged from everyday subjects such as Marshall, and Fowler traction engines, to the more exotic. Steam diggers and oil firing for example.
I intend to be at the AGM at his year, so if you wish to borrow a Portfolio or two; please let me know in advance. Of course I can also receive them back at the same time.
Librarian Tim Smith The Society library contains over 700 individual items including catalogues of all the major builders and some of the obscure ones, manuals and rare out of print books, as well as many recent publications. A complete list of items is available by return of post or by email. Original material may only be loaned if it is collected and returned in person. Arrangements can be made to bring items to meetings or other events by prior arrangement. Some items can be scanned and can either be sent out as paper or electronic copies.
The past year has seen a steady flow of enquiries covering a number of subjects including Marshall living vans, Auction catalogues from a number of sales held on behalf of S H Witham of Erpingham, Norfolk, and Aveling and Porter catalogues from the 1880’s.
The society has recently purchased an overhead scanner for the library which is able to scan document quickly and with minimal risk of damage. The Library has also been working with Andrew Robertson and the trustees looking into how the library could be included in a new archive system.
Sales Officer
John Dickinson
The web-site has again been the main source of sales over the past. The reprint of the Major Ind photographs book was eagerly anticipated and sold well at the winter visit soon after its launch. Half the print run has already sold in 3 months. The original glass slide negatives mean that the book prints are almost a contact print. The level of detail and depth of field is remarkable compared to later 120 roll and 35mm film images.
Marshall transfers are now sold out although some Wallis & Stevens and Burrell Gold Medal remain in stock.
Back issues of the Journal are available although not of every copy. Work is on-going to catalogue the Journal stock. In the meantime, please enquire if you have a requirement. The website now gives an index of the Journals, thanks to Andrew Robertson – hopefully this will be useful to members.
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Road Locomotive Society CIO
Registered Number 1159394
Board of Trustees' Report
The Trustees present their report, together with the accounts, which have been subjected to an Independent Examination for the year ended 31 July 2023.
Road Locomotive Society
Charitable Incorporated Organisation
Trustees' Report and Accounts
31 July 2023
Governing Document and Organisational Structure
The Society is a Charitable Incorporated Organisation as defined by the Charities Commission and subject to the Charities Acts. The Society was incorporated on the 27th November 2014 and the net assets of the Road Locomotive Society registered number 1102574 were transferred as at 1st August 2015.
The administration is carried out by the Board of Trustees on behalf of the Society. All members of the Board are Trustees for the purpose of the Charities Acts. Training for new Trustees is provided by existing Trustees. The Trustees meet on a regular basis to consider all matters relevant to the Society. The following were Trustees during the year:
S Caudwell B Johnson A Rundle A L Smith A N Wells G P Wragg Mrs M Goddard S J Parrott T R Smallbone J Wakeham Mrs C Bullen P Abbott
Objectives and Aims
The objectives of the Society are the advancement of education and research into the past history of self-propelled steam engines (other than those running on rails) and types of stationary steam engines known as portable engines. Results of this research are published in the Society's Journal and other publications. The Trustees confirm that they have referred to the guidance contained in the Charity Commission's general guidance on public benefit when reviewing the C I O's aims and objectives and in planning future activities.
Financial Review
The organisaiton generated a surplus for the year of £11,048 and had reserves at the end of the year of £134,266. The society derives the majority of it's income from subscriptions and related gift aid and the sale of publications.
The Society's policy on reserves is to hold an amount sufficient to fund expenses for a year and also to purchase any major collections which may come on the market. The investment policy of the Society is reviewed annually by the Trustees. The funds not required for day to day activities are held in a unit trust investment and bank deposit account. The Trustees have identified the major risks to which they believe the Society is exposed.They have reviewed these and established systems to mitigate them.
Trustees' Responsibilities
The Trustees are responsible for the following duties:
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To prepare financial statements which show a true and fair view
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To make judgement and estimates that are prudent and reasonable
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To apply the going concern basis unless it is not appropriate to do so
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To keep proper accounting records
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To safeguard the assets of the charity and take resonable steps for the prevention of fraud
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and other irregularities
A L Smith
S J Caudwell
21 September 2023
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Road Locomotive Society CIO
Accountants' report on the unaudited accounts to Road Locomotive Society CIO
Independent examiner's report to the trustees of Road Locomotive Society
I report on the accounts of the Society for the year ended 31 July 2023, which are set out on pages 3 to 7 .
Respective responsibilities of trustees and examiner
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
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examine the accounts under section 145 of the 2011 Act
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to follow the procedures laid down in the general directions given by the commission under section 145(5)(b) of the 2011 Act
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to state whether particular matters have come to my attention
Basis of independent examiner's report
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 seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the next statement.
Road Locomotive Society CIO Statement of Financial Activites for the year ended 31 July 2023
| Income Cost of sales Gross profit Expenses Other business expenses Bank, credit card and other finance charges Surplus for the year Total unrestricted funds carried forward |
2023 £ 42,898 13,631 29,267 18,078 141 18,219 11,048 11,048 |
2022 £ 27,532 2,742 |
|---|---|---|
| 24,790 | ||
| 18,231 109 |
||
| 18,340 | ||
| 6,450 | ||
| 6,450 |
Independent examiner's statement
In connection with my examination, no matter has come to my attention:
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1) which gives me reasonable cause to believe that in any material respect the requirements:
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to keep accounting records in accordance with section 130 of the 2011 Act and
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to prepare accounts which accord with the accounting records and comply with the accounting
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requirements of the 2011 Act
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have not been met or
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2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached
S L Quick
6 Orpington Court Halberton
Devon. EX16 7DD
Road Locomotive Society CIO Balance Sheet as at 31 July 2023
| Notes Fixed assets Library and Equipment 3 Current assets Stock and work in progress 14,804 Other debtors - Bank/building society balances 105,054 Other current assets and prepayments 14,399 134,257 |
Notes Fixed assets Library and Equipment 3 Current assets Stock and work in progress 14,804 Other debtors - Bank/building society balances 105,054 Other current assets and prepayments 14,399 134,257 |
2023 2022 £ £ 9 9 |
|---|---|---|
| 13,915 1,744 93,443 14,107 123,209 14,804 13,915 - 1,744 105,054 93,443 14,399 14,107 134,257 123,209 |
||
| 134,257 |
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Road Locomotive Society CIO Balance Sheet (cont.) as at 31 July 2023
Road Locomotive Society CIO Notes to the Accounts for the year ended 31 July 2023
| Notes Current liabilities Other liabilities and accruals Net current assets Net assets Represented by Balance at start of year Surplus for the year |
~~2023~~ | ~~2022~~ ~~£~~ |
||
|---|---|---|---|---|
| ~~£~~ | ||||
| - | - | - | - | |
| 134,257 | 123,209 | |||
| 134,266 | 123,218 | |||
| 123,218 11,048 |
116,768 6,450 |
|||
| 134,266 | 123,218 |
Road Locomotive Society CIO Notes to the Accounts for the year ended 31 July 2023
- 1 Accounting Policies
Accounting Convention
The accounts have been compiled on a basis that enables profits to be calculated in accordance with UK Generally Accepted Accounting Practice.
Fixed Assets - Equipment
These are shown at cost, less provision for depreciation calculated to write off the assets over the estimated useful life.
2 Statement of Financial Activities
| Income Subscriptions Sales of publications and badges Sales of copies of Burrell Records Sales of Photographs Investments Income Gift Aid Donations and Grants Cost of sales Archive aqusitions Stock movement New publications Archive and conservation Stock items for resale Expenditure Journal Meeting and Visits Postage Administration Paypal Fees Bank, credit card and other finance charges Bank charges |
2023 £ 21,017 15,170 155 - 1,483 2,158 2,915 42,898 161 (889) 5,933 8,346 80 13,631 13,493 1,730 1,128 1,566 161 18,078 141 141 |
2022 £ 15,087 9,680 90 - 765 1,744 166 |
|---|---|---|
| 27,532 | ||
| - (4,598) 7,340 - - |
||
| 2,742 | ||
| 12,950 1,666 1,671 1,720 224 |
||
| 18,231 | ||
| 109 | ||
| 109 |
Stock
Stock is valued at cost.
Income recognition
Subscription income and donations and grants are included in the accounts in the year received. Sales are recognised when the item has been dispatched to the customer and gift aid is recognised on an estimated basis to match the year of claim.
Library, Photograph Library, Burrell Records, Portfolios and Engine Records etc
These are valued by the Board at a nominal total sum of £1 for accounts purposes and are not depreciated. Additions are written off in the Statements of Financial Activities account in the year of acquisition.
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Road Locomotive Society CIO Notes to the Accounts for the year ended 31 July 2023
3 Library and Equipment
| Cost At 1 August 2022 At 31 July 2023 Depreciation Charge for the year On disposals At 31 July 2023 Net book value At 31 July 2023 At 31 July 2022 |
Library £ 1 - 1 - - - - 1 1 |
Equipment £ 908 - 908 900 - - 900 8 8 |
Total £ 909 - |
|---|---|---|---|
| 909 | |||
| 900 - - |
|||
| 900 | |||
| 9 | |||
| 9 |
Membership renewals are due again on 1st January and membership remains strong and urge you all to ensure payment is made promptly which eases administration.
I would like to thank the trustees and section officers & editor for their efforts of last year. If you would like to get more involved with the running of the Society we require assistance with proof reading, gift aid preparation etc with an eye on the future for succession planning as none of us are getting any younger and it would be a great method of working alongside people to learn the roles and develop new skills.
We are now getting on with the final push to get the new Major Ind book completed over the winter and we are very grateful to Jeff Shackell for his in depth research into both Major Ind himself and the families / engines that the Major so carefully photographed and Trevor Smallbone for his help with photos and engine histories.
I would like to send best wishes from the meeting for a speedy recovery to Andrew Wells our records officer after contracting a heart virus and spending several weeks in hospital. He is recovering well at home although he will have to go back to have heart surgery once well enough so please be patient if you are awaiting responses to enquiries.
We have sadly lost a number of members in the last year so I would like to ask you to stand for a minute in memory of the members who have sadly passed away in the last year. They are Paul Shergold, John Smith, Richard Vernon, Jim Sarney, Robin Harding, Mark Abbott, Peter Buterrick, Heather Holman, Derek Kilburn, Charlie Daniels, Jan Spencer, Brian Lucas and Michael Marsh. Mark Loader said a few words in memory of Heather Holman.
Our Chairman asked members to sign the Attendance Sheet to ensure the meeting was quorum.
1. Apologies for absence
ROAD LOCOMOTIVE SOCIETY
Minutes of the Annual General Meeting on Saturday 22nd October 2022 at Hatley Village Hall, Hatley St George, Cambridgeshire, SG19 3HW.
Our Chairman welcomed members to the 2022 AGM to Cambridgeshire in our Societies 85th year, and thanked Allan, Liz and “Team Marchington” for arranging everything for the morning visit and the arrangements this afternoon; and to Trevor Smallbone who brought along unseen photos from the Societies archive including some from the Derek Stoyel collection. Jonathan Wheeler, President of the EATES also welcomed members to their Societies area.
Andy Smith then spoke of the Societies activities in the year including the Winter meeting talk by Jeff Shackell on Major Ind and Trevor Smallbone with a series of slides from the late Geoff Hodges collection; the Spring meeting was hosted by Alan Sparkes at Stanton Drew; the Society attended South Cerney, Great Dorset Steam Fair and the Bedford clubs rally where we met members, recruiting new members, and selling the Societies publications. Special thanks to Edward and Jean George, Keith Foskett, Sean Cullen, Paul Gilbey, Thomas Baines and our outgoing President who seemed to very much enjoy the events.
Our Journal has grown to be one of the best quarterly journals within the road steam movement. We must thank our editor Paul Abbott who delivers a well-balanced Journal and all those who assist him for their continuous efforts.
Apologies were received from Jean Whitehead, Kevin Mason, Paul Ambler, Peter Parrish, Alexander Hayward, Richard Buck, Paul Gilby, Terry Morris, Peter Turvey, Clive Hearsey, Roger Mills, David Freemantle, Martyn |How, Robert Fish, Andy Wells, Charles Bush, Barry Thirwall, J Riley, Mark Spry, Keith Brooking, Dan Jones, John Law, Tom Boreland, Andrew Cox, Brian Hillsdon, M S Fletcher, Howard Snowdon, S R Shelton, Keith Brothwell, David Crampton, Robert Douglas, Alan Holmes, Steve Hayes, Barnaby Newton, K J Welsh, Barry Wood, A J Semple, Irene Briggs, Bob Cook, Malcolm Frost, John Steer, James Loader, I G Best, David James Andrews, John Wakeham, Steve Parrott, Anthony Coulls, Michael Walters, Mike Thexton, Robert Bullen, Clare Bullen, Andrew Bradbury, Charles Cross, Adam Marriot, Andrew Bradbury, Gary Olverston, Derek Marder, John Warton, Nigel Keith, Ian Marris, Kevin Swan, Gary Wragg.
2. Minutes of The Road Locomotive Society held on Saturday 23rd October 2021.
Mark Loader offered a point of correction regarding the presentation of the badge of honour. The secretary updated the minutes.
A proposal for acceptance was received by Mark Loader and seconded by Tim Smith and passed by the meeting. The minutes were signed by Andy Smith.
3. Adoption of Annual Reports of The Road Locomotive Society for year ending 31st July 2022.
Bob Allison asked why there was no Treasurers report. The Secretary explained tht the treasurer report was in the accounts as in all previous years. There were no other questions regarding the reports. They were proposed by Thomas Baines and seconded by Alan Rundle for their adoption.
4. Presentation of Accounts for year ending 31st July 2022.
Simon Caudwell presented the accounts and stated there were a few specific points to make. He said that you will have noted that we are now paying bank charges, as the HSBC no longer offers free banking to charities; our income was down a thousand from the previous year, but his was mostly due to a fall in donations and
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a reduction in subscriptions due to slightly fewer members; our book sales were back up again helping to improve the income figure and the new Ruston book has just covered the initial cost; gift aid increased slightly to £1744 so a worthwhile exercise.
He also said that Andy Smith had renegotiated the journal printing price after a period of change, this dropped temporarily but now it is on the up again due to the rising material costs and a growing journal. This means our running expenses have again risen to a level higher than our income, not taking into account book sales and donations. He concluded that more detail will be explained under item 8 of the agenda. Following Simon review there were no questions. The accounts were proposed by our Treasurer and seconded by Tim Smith for their adoption and approved by the floor.
5. Appointment of Auditor / Independent Examiner.
Our treasurer, Simon Caudwell proposed Sharron Quick of SMV to continue as our account’s auditor. Simon stated that she has once again done a sterling job for us, with a very quick turnaround to enable us to get everything completed in time for the AGM. She has said she will do it again next year.
This was seconded by Michele Goddard and approved by the floor. All in favour from the floor with 1 against and 1 abstention and therefore appointed.
6. Election of Trustees.
Each trustee present (marked thus* below) said a few words about themselves to the members as introduction.
Andy Smith stated that all those standing for election have been proposed, seconded and stated their acceptance to stand until October 2025. (Secretaries note: against and abstentions have been noted)
| Proposed | Seconder | Against | Absentions | ||
|---|---|---|---|---|---|
| Clare Bullen | M Goddard | A Smith | duly elected | ||
| Michele Goddard* | T Smallbone | A Rundle | duly elected | ||
| Alan Rundle* | B Knight | J Coward | duly elected | ||
| Trevor Smallbone* | M Goddard | A Smith | duly elected | ||
| John Wakeham | S Parrott | T Smallbone | 2 | 2 | duly elected |
| Gary Wragg | A Smith | M Goddard | duly elected | ||
| Paul Abbott* | A Smith | M Goddard | duly elected |
Andy Smith welcomed Paul Abbott to the Trustee board and thanked him for his contribution as editor.
Mark Loader raised two points. Firstly it was not obvious to members how to be elected to the trustee board and that he has abstained from voting for John Wakeham due to his appearance on TV with his Mclaren on tractor pulling.
Paul Gilby contributed to the meeting by stated the point about the responsibility of trustees, including financial, as well as well as their responsibility to the Charity Commission.
7. To elect the Principal Officers
Until 2025 Michele Goddard as Secretary Proposed Neil Smith and seconded Thomas Baines and duly ratified by the members.
8. 2023 Membership Subscription
Simon Caudwell gave some background relating to the membership subscription. He stated that the last subscription review was in 2017 and now there are two main issues for the Trustee to consider.
Firstly we need to simplify the membership secretaries and treasurer’s role. It is far too complex in its present form. We need to improve the process and ask the membership to assist us. He explained that the membership officer has a very hard job, it takes a huge amount of time and effort to keep tabs on who has paid, the correct amount or not and on time. Having two different amounts, or rather four if you count paying via paypal, makes more work and then of course we have members underpaying by varying amounts. The late payers and incorrect amounts involve more effort and time and effort to sort out.
Secondly, we have a duty to cover our rising costs of running the society. The main cost is the printing of the journal, delivering meeting venues and maintaining our collections. There is currently a deficit between income and expenditure.
The trustees therefore are recommending that a single rate of £35 paid annually, as now, on 1st January. Ideally this needs to be paid by BACS, or standing order.
Andy Smith then continued to address the members stating that the trustees need to ensure we can continue to operate the Society into the future. He said that we are currently operating where the regular income from subscriptions barely covers the cost of running the Society and with higher inflation predicted it’s going to get worse and this is unsustainable. We do of course have a healthy reserve and sales of books, both new and second hand as well as donations have helped build this fund but they cannot be relied upon. As the trustees look forward we see additional costs that we have a duty to consider.
The Society continues work conserving our photos by protecting them in acid free sleeves and are now starting to include the Derek Stoyel photo collection and have authorised spending of several thousand pounds on the purchase of these acid free sleeves. He stated much work has been going on with a system to correctly catalogue our archive to museum standards. It will also enable us to hold records of where all our objects are stored, their conservation requirements and if we have digitised them, the digital record. There will be initial set up costs and then an annual cost as we move forward. This is a major project for the Society and we look forward to sharing this with the members in the fullness of time.
The current levels of subscription are not sustainable for the future so we are recommending simplifying the process by having one rate and we want to encourage everybody to go over to direct payment. We realise this is a big increase but in real terms we are recommending a £35 annual single rate which equates to a cost of 67pence per week. Andy Smith then took questions.
Bob Allison asked if cheques would still be allowed to which the Treasurer answered yes.
Tim Smith commented discontinuing late payers and under payers from the membership. Currently anyone paying late receives the May Journal.
Michael Pumfrey suggested a date change to the annual renewal in January.
Bill Starling suggested £40 with £35 to those who pay on time. This would however be another complexity to administer.
Mark Loader suggested £30 with another increase in a couple of year’s time, and that this was a large increase to those who were previously paying the concession rate.
A proposal for acceptance was received by Jeff Shackle and seconded by Bill Starling and passed by the
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meeting with voting recorded below. The voting was 8 against and 4 abstentions, all others in favour and approved.
9. Presentation and vote of thanks to Richard Willcox
Andy Smith stated that it had been announced in the August Journal that the Society had recognised Richard’s lifetime of service in the form of an Honorary Membership Award following his decision to step down as a trustee. Andy stated to the members that Richard had been a member for some 67 years having joined on November 6th 1955 and our liveries officer since 1961 so a period of 61 years and still going strong. Richard was President in 1990 and Chairman from 1998 to 2015 and has written numerous books and articles over the years. An achievement of service that will likely go unmatched again. On behalf of the Society, he presented Richard with a gift of a framed Major Ind photograph.
Richard thanked the members for their gift and gratitude. He spoke of purchased his first engine for £50 from Jessie Vines and his subsequent engine purchases for even less! and the price of engine today – who would have thought it!
10. Formal Approval of Allan Marchington as President.
Andy Smith introduced Allan Marchington to the members. Alan has had an interest in vehicles and collecting since an early age, and this was encouraged by his father Frank Marchington, starting his interest in motorbikes. Allan purchased his first engine, Fowler B6 road loco No. 12226 “TITAN” in 1999. Running the engine was very much a family endeavour for a long time with help from his parents, wife Liz, children, family and friends.
Recently, Allan has gone to great trouble restoring and rebuilding his engines to ensure historical accuracy as witnessed on his Fowler A8 Class showman’s engine No. 13922” GIRLIE” which following major boiler work he has had the original narrow style belly tanks made and fitted. Following much research, the engine was painted and lined in the original Charles Openshaw livery with full flywheel decoration.
Allan Marchington was duly appointed as President by approval of all the members. Robert Pumfrey presented the Badge of Office to Allan.
11. Any other business.
Tim Smith raised a point of concern regarding proxy votes and if the constitution process was being followed. The secretary explained the current process and how she was trying to accommodate a significant amount of flexibility of members to enable their proxy to be counted. This will be reviewed for next year.
Bill Starling asked if the AGM venue could be announced earlier in the year. Andy Smith apologised that this was not in the August Journal.
The meeting was declared closed.
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