ROAD LOCOMOTIVE SOCIETY Registered Charity No. 1159394
Annual Report of Officers & Section Officers 2023/2024
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Chairman
Andrew Smith
We have had another very good year and we have been able to hold all our meetings and visits. We had a very successful winter meeting at the Davis families farm in Prestwood in March utilising one of the barns which had recently been converted to hold events. Trevor Smallbone presented a varied selection of working day accident photographs from the Societies archive. After a short break Ian Mckey presented a selection of early preservation photos from our modern archive. Outside quietly generating for its canopy lights was the families Burrell showman’s engine No 2668 “BRITTANIA”, having passed its steam test that very morning.
Our Spring Visit was to Michael Davisons East Carrside Farm, Trimdon, County Durham, where a small number of resident engines and a good selection of visiting engines arrived. The weather was glorious with members travelling long distances to attend. Two of our trustees had added adventure after the visit as their car was stolen from outside their hotel while they went into Durham on the bus to get supper. It all ended well though as the car was recovered and they were able to travel home in it on Monday but only after lots of form filling!
I am writing my report while the team are with the show display at Welland blessed with hot, dry weather and very successful rally from all I am hearing.
With the spectacle that was the Great Dorset Steam Fair now permanently gone and a gap in our calendar, we were invited for the second year to attend the Onslow Park rally organised by the County of Salop Steam Engine Society over two days of the August bank holiday weekend. I would like to extend special thanks to all those who continue to offer support for Society events and the team who make it happen. We have 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.
On that note we sadly lost Derek Marder last year and many have wondered what the future holds for “Marders Yard”. Derek and Sandra Marder were huge supporters of our Society (Sandra was secretary (passing away in 2012) and Derek was former President) and made it clear to a limited audience that they intended both those enjoying Marder’s Yard and the RLS to benefit from their estate.
It has fallen to the Society to administer the Marder estate and two of the Society trustees have been working with the appointed solicitors to obtain probate and interpret Derek’s
wishes. It is hoped probate and a settled position may have been obtained by the AGM enabling more to be reported at that time.
One of our greatest challenges is help in running the Society. Much of the “work” involved falls to a small number of key individuals. I have sadly had to decide not to stand again for re election as Chairman due to an ongoing health issue but I would like to remain a trustee and contribute to the future of the Society. I am delighted to have been nominated as your President for the coming year.
We are gathering an excellent team which will set us in good stead for the future. The e- hive project digitalising our archive over time is not only worthwhile in its own right but is involving more members with increased interest and engagement.
The administration of the Society is perhaps less exciting than the archive and the trustees and I would like to thank those of you who have stepped forward to assist Simon with the treasurer role in particular Hedd Jones looking after the bookkeeping and Thomas Baines with “Gift Aid”. Richard Garth has in short time increased the efficiency of the membership records system and behind the scenes Andrew Robertson runs that modern essential, the IT system. Many others of you have helped with the marquees at shows or with involvement in the e- hive project. Do not be afraid to come forward if you wish for greater involvement in the work of the Society, it is what we do for fun!
At this AGM we will see two of our long standing trustees retire. Alan Rundle is stepping down after many years supporting the Society on the Trustee board and the committee. He will continue his work as the Portable Portfolio Officer and be part of the archive / e-hive team along with his continued help on our marquee stands. Steve Parrott is also to retire. As you will know he fulfilled 17 years as our Journal editor and has enjoyed his Presidential year. I thank them both you their service to the Society.
I can sign off my final Chairmans report in the knowledge that the Society has a strong future and is in safe hands.
As we finalise these reports, we have received the sad news of the sudden death of our friend and Society librarian, Tim Smith. Our thoughts and prayers are with his family and friends. We have included his report below. He has been a constant support to the Society over many years and was an enthusiastic supporter of the continued conservation and cataloguing of the archive.
Membership Secretary Dick Garth
After 106 members were removed from the list, largely because of non-payment or partial payment of subscriptions, 596 members remained on 30 June 2024.
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Encouragingly, over the 12 months prior to this, 35 new members joined the society. Many of these resulted from the RLS presence at rallies.
The majority of the membership secretary’s time has been taken chasing membership payments and unfortunately, we still do not have active email addresses for some members. Membership fees are due on 1st January and, when required, reminders will be sent if we have email details. If full payment is not received by 31st March, no further Journals will be sent.
The following members unfortunately died in the last year. D. T. Marder, J. W. H. Bacon, J. W. Lawrence and T. Smith. This may not be a complete list of those we have lost through the year and I apologise should anybody not have been recognised.
Section Officers Reports
Engine Livery Officer
Richard Willcox
I have not received many requests for livery information recently. However, I would still be pleased to answer any queries that those of you painting your engines may have. I am always interested to receive photos or information regarding original lining and paint details of engines to add to the Society records if you find any underneath layers of ‘preservation’ paintwork.
Please do give me a phone call so that I can share this information with you and likewise the information can be stored collectively for future preservationists.
Engine Records Officer Andy Wells
It has been another somewhat difficult year when ill-health has unfortunately interrupted my ability to carry out my role as I would have expected to. When I submitted my last report in August 2023 I predicted that, provided that I made good recovery from heart surgery, things would return to normal. However, within a couple of months I was back in hospital for further surgery, so no more predictions this time! Happily that is all behind me, and since the beginning of this year I am ‘back in harness’ doing the job of the Engine Records Office from which I derive so much satisfaction. I can only apologise again for the inevitable delay to my response times, and thank members for their patience.
On the written enquiry front I have been busy with the usual selection of diverse questions, and there is no shortage demand for investigative efforts and skills in searching for elusive engines, owners, dates and allied details to settle points of uncertainty. I have received roughly the same number of requests as last year, around 75, which equates to more than one a week. The source of queries is split approximately 50:50 between Society members and members of the general public, although there is clear members pose the more challenging questions which naturally entail the most research to provide answers and explanations.
I have spent many happy hours delving into the records, investigating a wide range of historical queries, wider research requests for larger quantities of information and the commonplace identification of mystery engines. In the vast majority of cases I am successful in providing the requested details often using only the owners’ name or engine registration, but there are inevitably a small number where there are insufficient known facts to be able to pin down the engine concerned with 100% certainty. When the available information and/or description of the engine being sought are too vague, all I can do is to narrow the results of the search down to a number of likely possible candidates.
Information Officer Simon Caudwell
This year has seen a lower level of enquiries than last year, but I have been able to supply build sheets for some new owners researching their recent acquisition and similarly for modellers embarking on a fresh project.
I have also been able to help find drawing numbers for a range of specific Burrell parts, for owners restoring engines.
We have recently been given several rolls of original Fowler drawings, I hope in the next twelve months we will get time to go through these and catalogue them. The aim will be to photograph them simultaneously and enter them into the e hive system. I also have several thousand Burrell original blue prints to catalogue. I have had some offers of help but if there is a local member who would like to help with these tasks, please do get in touch.
The standard subject matter of correspondence arises from old photographs of engines, and family recollections and firms who were either owners or operators of engines. The origin of naming of engines has also featured in queries, with some interesting emerging themes around public opinion, social history, national events and the monarchy.
Requests are also arising in connection with reports sourced from local newspaper cuttings and library records of events and activities involving engines, such as steam fairs, village outings, heavy haulage journeys, public works contractors, civil engineering works, dispersal sales and all manner of mishaps involving engines of different types. These types of enquiries indicate to me that there is a very healthy amount of research being carried out into the working lives of engines, particularly within the Society membership. Of course, this bodes well for the future of the Society and the fulfilment of its charitable objective to advance education in to self-propelled steam road vehicles in the UK. There is no doubt that the engine records which we hold are an archive of national importance which are unique in both their depth and extent, and the quality of many of the articles which appear in the
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Journal bear testament to value and good use which is made of them.
It has been decided that the Society would cease to participate in the V765 scheme, and I no longer act as an authorised signatory for such applications to the DVLA. This aspect of my work has therefore fallen away, and whilst there were only around half a dozen cases to deal with in an average year, they were very time-consuming and occupied a disproportionate share of my time. I estimate that over the years I have helped reclaim at least 60 lost original registrations or newly issued age-related registrations, and I was successful in all of the applications which I supported. A statement will appear in the Journal, in due course relating to the new procedure.
A brief reminder that, in line with Society policy, borrowing of the Engine Records can only take place if they are collected and returned in person by prior arrangement. I am sure that members will appreciate the necessity of this measure in order to protect the Engine Records from the unavoidable risks of loss or damage which use of the postal system would otherwise present.
Modern Photographic Officer
Ian McKey
The highlight of this year has been the opportunity to take part in the Winter meeting by showing a collection of early preservation images from the “Modern Images” collection. Grateful thanks especially to Andy Smith for the opportunity and to Trevor Smallbone for his extensive help in providing details for many (most!) of the images. Also, to the audience for joining in and adding considerable detail and relevant information.
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!
It is worth checking with me if we hold photos of your engine in the collection. I scan images and can forward copies for your own use and research. If you would like to assist me with the modern photographic collection and it’s cataloguing, please drop me an email.
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 or by family members, others have been used to illustrate articles for the journal.
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 journal over the past year.
Photographs from the Society’s extensive collection, will be used in the proposed forthcoming Norman E. Box “The Heavy Haulage Contractor” photographic archive book, this project is ongoing at the present time when time permits, and will take a long time to complete, but work is ongoing at the present time, 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.
The Society’s accident slides were shown at the Winter meeting held in March at the kind permission of the Wren Davis family of Prestwood, Buckinghamshire. My thanks go to James, Virginia and Mary Davis for their hospitality, which was a fantastic day, especially with the families Burrell Showmans No.2668 “Britannia” in steam in the yard welcoming members. Much research had gone into the slides to identify them and put them in a suitable presentation for members which was very well received by the members present.
The society has also been fortunate in receiving donations by members of engine photographic albums and photographs over the past year, when time permits these will be added to the main collection. 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 and Lynn Deering for helping with putting photographs in the acid free sleeves, the volunteers over the last few months have done another 15,000 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 last few months, 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, and Andrew Smith, our Chairman, for all their time spent in ensuring this project got off the ground and is moving forward. Jeff Shackle has been supporting the project with some scanning and cataloguing of our album collection. 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.
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 been relatively quiet with only a handful of enquiries. A good example of how the library can help occurred when a member wanted help identifying Marshall living vans and trailers. The Library was able to provide scanned images from some sales catalogues which were apparently most useful. Another positive activity from the past year is that details of every library item have now been uploaded into e-hive, the new archive system.
Sales Officer John Dickinson
The web-site has been the main source of sales over the past year. The Major Ind book has sold well and only around 20% of the print run are still on stock. Wallis & Steevens and Burrell Gold Medal transfers are 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.
Portable Engine Officer Alan Rundle
Recently I took over the Portable Portfolios from Tony Thomas who has been the section officer for the last twelve years. Over this period Tony has added photos and information to the portfolios and I aim to continue with his good work.
Under the current rules the portfolios have to be handed over personally to the borrower and returned in the same way. I will be attending the AGM and hopefully the Spring Meeting, if anyone wants a portfolio bringing contact me at a.rundle56@outlook.com
Traction Engine Portfolio Section Neil Smith
Unfortunately I have to report that I have only received one request for a Portfolio loan from an ordinary member of the Society this year. 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.
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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 11 month period ended 30 June 2024.
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.
Road Locomotive Society
Charitable Incorporated Organisation
Trustees' Report and Accounts
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:
| A L Smith | Mrs C Bullen |
|---|---|
| A N Wells | Mrs M Goddard |
| A Rundle | P Abbott |
| B Johnson | S J Caudwell |
| G P Wragg | S J Parrott |
| J Wakeham | T R Smallbone |
11 months period from 1 August 2023 to 30 June 2024
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 11 month period of £7,103 and had reserves at the end of the period of £141,369. 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 and other irregularities
S J Caudwell A L Smith 29 August 2024
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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 11 month period ended 30 June 2024, 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.
Independent examiner's statement
Road Locomotive Society CIO Statement of Financial Activites Period from 1 August 2023 to 30 June 2024
| Income Cost of sales Gross profit Other business income Expenses Other business expenses Bank, credit card and other finance charges Accountancy, legal and other professional fees Surplus for the year Total unrestricted funds carried forward |
Period from 1 Aug 23 to 30 Jun 24 £ 43,258 14,047 29,211 - 21,436 114 558 22,108 7,103 7,103 |
Year to 31 July 23 £ 42,898 13,631 29,267 - 18,078 141 - 18,219 11,048 11,048 |
|---|---|---|
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 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
McGills
Oakley House Tetbury Road Cirencester Gloucestershire GL7 1US
Road Locomotive Society CIO Balance Sheet as at 30 June 2024
| Notes | 30 Jun 24 | 31 July 23 | |
|---|---|---|---|
| £ | £ | ||
| Fixed assets | |||
| Library and Equipment | 3 | 1,319 | 9 |
| Current assets | |||
| Stock and work in progress | 10,490 | 14,804 | |
| Bank/building society balances | 116,834 | 105,054 | |
| Other current assets and prepayments | 13,026 | 14,399 | |
| 140,350 | 134,257 |
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Road Locomotive Society CIO Balance Sheet (cont.) as at 30 June 2024
| Current liabilities Other liabilities and accruals Net current assets Net assets Represented by Balance at start of year Surplus for the year |
Current liabilities Other liabilities and accruals Net current assets Net assets Represented by Balance at start of year Surplus for the year |
30 Jun 24 £ |
31 July 23 £ |
|
|---|---|---|---|---|
| 300 | 300 | - - |
||
| 140,050 134,25 141,369 134,26 134,266 123,21 7,103 11,04 141,369 134,26 |
Road Locomotive Society CIO Notes to the Accounts Period from 1 August 2023 to 30 June 2024
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.
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.
Road Locomotive Society CIO Notes to the Accounts Period from 1 August 2023 to 30 June 2024
2 Statement of Financial Activities
| Income Subscriptions Sales of publications and badges Sales of copies of Burrell Records 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 Legal Fees Depreciation Bank, credit card and other finance charges Bank charges Accountancy, legal and other professional fees Accountants fees |
Period from 1 Aug 23 to 30 Jun 24o £ 24,404 8,675 - 3,301 3,249 3,629 43,258 7,047 4,314 - 2,686 - 14,047 16,697 929 816 2,667 - - 327 21,436 114 114 558 558 |
31 July 23 £ 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 - - |
|---|---|---|
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 Period from 1 August 2023 to 30 June 2024
collection of early photos.
The Spring meeting was hosted by Will Woodward and family and there was a great turn out of members to enjoy the super display. We also launched the Major Ind book there which has been selling well.
3 Library and Equipment
| Cost At 1 August 2023 Additions At 30 June 2024 Depreciation At 1 August 2023 Charge for the period At 30 June 2024 Net book value At 30 June 2024 At 31 July 2023 |
Library £ 1 - 1 - - - 1 1 |
Equipment £ 908 1,637 2,545 900 327 1,227 1,318 8 |
Total £ 909 1,637 2,546 900 327 1,227 1,319 9 |
|---|---|---|---|
We attended Welland, Onslow Park, and the Bedford clubs rally with marquee displays and enjoyed meeting members, recruiting new members, and selling books old and new. We had fantastic support at all three shows and along with our regular trustees and officers we had fantastic support from members and special thanks to Edward and Jean George, Paul Gilbey, Robert, Mo and Michael Pumfrey.
Our Journal has grown to be one of the best quarterly journals within the road steam movement and encouraged members to share their research and be recorded in the journal. It is key to maintain a good balance of material.
I would like to thank the trustees and section officers & editor for their efforts of last year. Please take a few moments to read their reports on activity this last year if you have not already done so.
I am pleased to announce that Thomas Baines has offered to assist with the gift aid and Hedd Jones is doing the bookkeeping which is supporting the work of our Treasurer.
Much focus and effort has gone into e hive this year and we have made significant progress thanks to the enthusiasm and drive of Michele Goddard and Andrew Robertson with support from our President and myself. This primarily is an inventory system but has many possibilities for future and is the most important work we currently undertaking. We plan to provide more details about this project in the Journal in due course.
ROAD LOCOMOTIVE SOCIETY
Minutes of the Annual General Meeting of 14th October 2023
The Chairman, Andrew Smith welcomed members and guests attending the Society’s Annual General Meeting in Cornwall in the Societies 86th year. He thanked Terry and Sandra Sleeman and their “Team” along with Messrs Wakeham, Daniels and Parrott for arranging everything for the weekend with visits to Sam Henwood and the Robey Trust.
He also thanked all who those who brought engines, Trevor Smallbone who brought some previously unseen photos recently donated, including some from the L. H. Sommerfield collection.
Once again, we have Andrew Robertson to thank for updating and improving our website with a fresh look, monthly updates, photos and news to encourage repeat visits. We also have a very useful Journal index which Andrew has added.
Andy asked all to stand for a minute in memory of Richard Sandercock, John Garrett, Ron Walker, Stan Robinson and Edward Wood who had died during the past year.
Members were asked to sign the Attendance Sheet to ensure the meeting was quorum.
AGENDA
Our chairman introduced our new membership secretary Dick Garth and thanked him for helping the Society with one of its most important roles.
He also reminded the members of the Society 2023 meetings - the Winter meeting was held at Milestones and was a fascinating talk by John Penfold on his family’s extensive business use of road steam. Trevor Smallbone then presented a series of slides from the late Derek Stoyels
1. Apologies for absence
Apologies had been received from B Johnson, A Rundle, T Thomas, J Rhead, E Steer, M Retman, R Cook, D Andrews, S Durance, M Frost, R Pinches, J Penfold, K Brooking, R Mills, A Cox, R Wilcox, C Bush, B Thirlwall, J Mitchell, P Gilbey, C Hearsey, C Chadwick, R Francis, J Rackham, J Harraway, K Brothwell, T Hunt, P Coulls, J Schackle, P Turvey, M Loader, J Loader,
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D Crampton, M Walters, W Starling, A Harris, K Mason, S Hayes, R Eastwood, M Dyson, M Fletcher, N Hayes , M Thexton, D Jones, N Smith, R Buck, M Hillary, Mrs I Briggs, N Baker, A Hayward, T Borland,
2. To approve the Minutes of The Road Locomotive Society held on Saturday 22nd October 2022.
Michele has received correspondence from Mark Loader. She had correctly minuted that Mark had made two comments but regrettably missed to document the third comment made by Mark last year. This related to the position of Membership Secretary not being required to be a trustee position. Mark had highlighted the great importance of the role to the Society, but he had been reminded that by the constitution the positions of membership secretary, editor and those of the section officers need not be trustee positions. If they wished to be a trustee, they could apply in the normal manner. There were no other matters arising. A proposal for acceptance was received from Andy Wells and seconded by Bob Pumfrey and passed by the meeting. The minutes were signed by Andrew Smith.
The Secretary stated that all proxy votes submitted were in favour of all agenda resolutions.
3. To Adoption of Annual Reports of The Road Locomotive Society for year ending 31st July 2023
There were no questions regarding the reports. They were proposed by Tim Smith and seconded by Chris Rose for their adoption and passed by the meeting.
4. Presentation of Accounts for year ending 31st July 2023.
Simon Caudwell presented the accounts. He told the members of a few points worthy of mention. Our total income was up because of better book sales, the new Major Ind book has been selling well and has covered its costs and now into profit. The society has sold £5500 more books in this year compared to last. The subscription was raised at the last AGM. We have lost a few members because of it but have had a steady stream of new members throughout the year. Of course, a change in subscription brings the challenge of getting members to pay the new amount, our new membership Secretary Dick Garth is doing a sterling job getting it all up to date and importantly getting members to pay by standing order. Can I please make a plea for members not to pay subs by cash at rallies, it generates lots of extra work for officers, but more importantly a high percentage of cash payers promptly forget all about it the next year. You will see a figure of £8346 for archive and conservation compared to zero the previous year. We have spent £1450 to get the e hive electronic system up and running and £800 on a document scanner to enable books and catalogues to be scanned to go on the system and to let members have scans of books and documents that can’t be physically lent out. The rest of the money was spent on several thousand acid free sleeves and boxes to match to enable the photograph collection to be properly stored and separated. We will need to continue buying these as the society has just purchased another big collection of some 5000 photographs.
Thomas and I did one together in the spring and he has just done a successful solo run on the late payers and donations.
I would also like to thank Hedd Jones for taking over the bookkeeping element from my wife Ro, who has done it for 7 years. He is getting to grips with Xero accounting software and is now getting to use the mysterious force known only to treasurers, how to tell whether a payment is for a sub, a book or whatever when the payment comes in with little or no clues attached.
So I hope you will all agree, a decent year and I would ask you to vote to approve the accounts.
Following Simon review there were no questions. The accounts were proposed by Bob Pumfrey and seconded by Andy Wells and passed by the membership.
5. To Appointment of Auditor.
Simon Caudwell told the members that we are changing over from Sharron Quick as independent examiner to McGills chartered accountants of Cirencester, in conjunction with them providing the Xero accounting package and back up for Hedd Jones our bookkeeper. Our contact there is Simon Nuttal who is a member of the society and kindly offered to help the society out at a favourable rate.
So can I please ask you to vote in favour of appointing McGills as our independent examiner.
He then proposed McGills to be appointed as Independent Examiner. Gary Wragg seconded the proposal, and this was approved by the membership.
6. Election of Officers & Committee
Andy Wells introduced himself to the members and guest present. He explained he had been unwell recently but was hoping to resume assisting members with their research. He had been supporting the Society as a trustee for some 20 years and is very knowledgeable on the Alan Duke records.
Until October 2026 Proposed by Andrew Smith Seconded Michele Goddard
Our secretary introduced Brian Johnson who was unable to attend. She said that Brian will be known to many of you as the compiler of the Traction engine Register, that most useful tool for engine owners and enthusiasts. He is a past president and brings to the Society his wealth of knowledge and experience in the conservation and museum sector, having been personally responsible for the establishment of the Amberly Museum. I propose him for re-election, primarily to retain his support in the work that falls to me as secretary! He is a fountain of knowledge in charitable organizational matters.
Until October 2026 Proposed Michele Goddard Seconded Andrew Smith
As you can see the journal costs creep up annually, but I think you would all agree the journal is top class and we cannot prune the cost any more without loss of quality. I would like to take the opportunity to thank Thomas Baines for taking over the gift aid application,
Brian Johnson and Andy Wells were re-elected as trustees with full support of the membership.
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7. To elect the Principal Officer
Tim Smith proposed Simon Caudwell serve as Treasurer until 2024, seconded by Michele Goddard.
All the proxy votes and those present were in favour.
Andrew took the opportunity to thank Ro Caudwell for her assistance in helping the treasurer with the books and accounts.
8. Formal Approval of Steve Parrott as President.
Our chairman introduced Steve, stating that he will be known by most of you as editor of the Journal and a post he held for 17 years making him the longest serving editor of our Society.
I started writing articles for the Journal in 2010 but did not come across Steve in person until several years later after I joined the committee and at that time, he rarely attended any of the meetings, which at that time were held at MERL.
Steve did a fantastic job taking the journal to higher levels of both format, quality and content over his 17 years as editor.
Steve does not have a long family history with steam but one of the neighbouring farmers rallied an early Aveling roller and a Fowler traction engine which attracted his interest and he and his father started looking for an engine. Steve purchased a hot air engine and rallied it for ten years (some may say not much has changed!) Steve has an uncanny way of hearing an engine has been sold even before the owners knows it’s up for sale!
Following University Steve went to work for British Leyland and soon found himself working at Aveling Marshall in Gainsborough where he became a lifelong friend of Major Henry Marshall. After two years Steve moved to Smiths Industries on Oxgate Lane in what was the W. O. Bentley factory in Cricklewood. It was soon after this move that Steve purchased his first of many engines, an Aveling single cylinder roller but I am sure he will tell us about the rest and some of the many cars he has owned as well during his address.
Steve Parrott was duly appointment as President with full support of the membership and Allan Marchington presented the Badge of Office.
Alan Marchington took the opportunity to address the members as out-going President. He spoke of the hard work behind the scenes of the trustees, officers and section officers and the wider community of helpers. He highlighted the current e-hive project to catalogue the Societies archive material and the work put in by Michele Goddard and Andrew Robertson and reiterated that this would be key to the Society archive collection.
9.Any other business.
With no other business, the meeting was declared closed at 2.40pm. The members were then treated to an excellent slideshow and talk by Steve Parrott.
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