2021-03-31-accounts - Reading Society Of Model Engineers

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2021 AGM AGENDA

Reading Society of Model Engineers

Registered Charity (CIO) 1163244

The Annual General Meeting of the charity will be held at 7.30pm at the RSME Clubhouse, 82 Bath Road, Reading RG30 2BE on Thursday 21[st] October for the following purposes:

To accept apologies for absence.
To receive and accept the Trustees Annual Report for year ended 31st March 2021
To receive and accept the Financial Statements and Accounts for year ended 31st March 2021
To elect Trustees

6. To present Presidents Cup

To transact any other business as agreed by the Chair.

Reading Society of Model Engineers

Registered Charity 1163244

Annual Report 2020/2021

Trustees Report for the year ended 31st March 2021

The Trustees considered that they had no choice but to cancel or postpone the AGM for 2019/20 as considering the Covid 19 restrictions, it was both impractical and unsafe to hold a face-to-face meeting in the clubhouse.

By law we must submit an Annual Return and accounts not later than 10 months after the end of our financial year. The content of these public documents is set by the Charity Commission. Our submission deadline was 31[st] January 2021.

The Charity Commission in the circumstances accepted our request for an extension to the deadline and for us to submit a Trustees Annual Report for 2019/20 in place of an annual report.

The RSME return is therefore not shown as ‘overdue’ on the public register of charities.

This report has been prepared in accordance with the Charity Commissions Guidance – Charity reporting and accounting: the essentials November 2016 (CC15d)

2. Summary of the objects of the RSME as set out in its governing documents

To promote for the benefit of the inhabitants of Reading and surrounding areas the provision of facilities for recreation or leisure time occupation in the field of model engineering and allied subjects.
To promote the education of young people aged 12 to 16, on the subjects of basic engineering, modelling skills and miniature railway operation.
To advance the education of the public in general, in model engineering, and in the building, operation and maintenance of miniature locomotives.

3. Activities undertaken by RSME for the public benefit in relation to the objects

When planning our activities for the year, the trustees always keep in mind the Charity Commission’s Public Benefit Guidance and have due regard to it when exercising any powers or duties to which the guidance relates.

Due to COVID 19 restrictions the trustees were unable to organise any activities during 2020/2021

A small group of members worked under covid restrictions to maintain the charities facilities and undertake essential refurbishment works

4. Governance and management arrangements

The Reading Society of Model Engineers is a Registered Charity (Charitable Incorporated Organisation) number 1163244, with liability limited to an amount not exceeding £1 (one pound) per member in event of the winding up of the charity.

The principal governance document is the Constitution dated 2nd July 2015, which was adopted at the General Meeting of the society held on 17[th] September 2015.

5. Trustees function and duties

The trustees shall manage the affairs of the CIO and may for that purpose exercise all the powers of the CIO.

It is the duty of each charity trustee: to exercise his or her powers and to perform his or her functions as a trustee of the CIO in the way he or she decides in good faith would be the most likely to further the purposes of the CIO

‘All decisions concerning the charity are taken by all the trustees, acting collectively and as a team.’ (See ‘The Essential Trustee’ - Charity Commission) However, the decisions need not be unanimous, a majority decision is sufficient. Any decision of the trustees is final

6. Charity trustees

The (8) trustees of the CIO currently are:

Ernest Brown Michael Chalmers Peter Culham Jim Cusworth

Peter Harrison (Trustee Secretary) Stuart Kidd Nigel Penford John Billard (Trustee Chair)

7. Election of Trustees

At every Annual General Meeting of the members of the CIO, one third (three at present) of the elected trustees retire from office. The trustees, who retire, are those who have been longest in office. The vacancies so arising will be filled by the decision of the members at the annual general meeting. The trustees retiring by rotation in the 2020/21 AGM are

Stuart Kidd, Nigel Penford and Peter Culham.

Jim Cusworth resigned in September 2021

There are therefore a total of three trustee vacancies at this AGM,

8. Appointment of Officers

President

The President will act as the ‘’figurehead’’ of the Society.

Les Dawson is our current President.

Vice President

The post of Vice President is awarded to recognise Members who have had a significant impact on the development of the charity. There are currently 2 Vice Presidents, Mike Sinclair and Jim Brown

Trustee Secretary

The Secretary is appointed by the trustees for such time (normally 12 months) as they may think fit. The role of the Secretary is to provide administrative support to the trustees. The post does not have any executive powers.

Treasurer

The trustees may from time to time appoint a Treasurer or Honorary Treasurer

Trustee Chair

The trustees may from time to time appoint a Chair of the trustees.

9. Safeguarding of Children and Young People

It is the policy of the trustees of the RSME that:

The child's welfare is paramount

All children whatever their age, culture, disability, gender, racial origin, religious belief and/or sexual identity, have the right to protection from abuse

All suspicions and allegations of inappropriate behaviour will be taken seriously and responded to swiftly and appropriately.

All activities for the ‘Young Engineers’ are risk assessed.

The RSME Child Protection Code of Practice was reviewed by the trustees in 2019, and two trustees have attended seminars on Child Protection issues at Reading Voluntary Service

Five trustees and three members have been DBS checked.

The Trustees will review the Code of Practice in 2021/22.

10. Membership

The final membership number for 2019/20 was 106 and for 2020/2021 was 63

11. Editors report - PROSPECTUS

Twelve issues of the PROSPECTUS have again been produced this year all just about to schedule. Once more I am very grateful for the regular contributors who without fail produce copy on time.

With the Covid 19 restrictions bearing heavily on RSME it has been essential to keep members informed of an ever-changing situation.

12. Financial Statements and Accounts

12.1. Summary of accounts

- Receipts and Payments 04/2020 to 03/2021 (CC16a appendix refers)

Copy attached for member approval.

12.2. Accounting Convention and Practices

The trustees have agreed that the accounts will be prepared on a receipts and payments basis. This is the simpler of the two methods recommended by the Charity Commission.

The coding structure for the income and expenditure reflects Charity Commission recommendations.

The trustees have also kept under review the internal financial controls of the society, against the legal requirements and good practice for a charity, as set out in guidance from the Charity Commissioners.

All financial documents are retained in the clubhouse.
Wherever possible BACS is now used for payments.

New procedures for the provision of floats for Public Running etc and the counting and reconciliation of cash income have been introduced.
The use of a card terminal is being investigated.

12.3. Trustees Remuneration and Benefits

There was no trustee’s remuneration, or other benefits, or expenses paid for the years ended 31/3/2020 and 31/3 /2021. All trustees give their time voluntarily. None of the trustees hold title to any property belonging to the RSME.

12.4. Income

Birthday Parties and Public Running

The RSME’s principal sources of income are through the organisation of Birthday Parties and operation of the miniature railway. Due to Covid 19 restrictions there was no income from these sources. The negative amount of £600 was the refund of party deposits.

Grant Aid

The club qualified for a Covid 19 government grant for small businesses in the sum of £10,000

Subscriptions

Subscription income for the year 2020/21 amounted to £995 against £3025 for the accounting year 2019/20.

Subscriptions 2021/2022

Some members expressed a view that the trustees should reduce or cancel membership subscriptions, to reflect the lack of access they have had to the club’s facilities over the past year due to Covid 19 restrictions.

At the time of writing this note - future income remains uncertain.

The trustees wish though to complete the repairs/refurbishment tasks to our facilities whilst the opportunity exists. To do so, the trustees decided to maintain the current membership fees.

Our constitution dictates that our income and property must be applied solely to the promotion of our objects, which include the provision of our facilities.

The trustees are not empowered to apply monies from our balances to reduce the annual fees for membership.

The trustees have delegated authority to the Membership Secretary to approve concessionary subscription rates where applicable.

Last year our main income was membership fees £995 together with the government grant of £10,000. The accounts for 2020/21 show a deficit of £9161

12.5. Expenditure

Thanks to the grant, the trustees decided to use the extended period the clubhouse has been closed to undertake essential refurbishment works.

Thanks, should be placed on record to the small group of members who over the past year have worked under Covid restrictions on the clubhouse and others who have maintained the grounds etc.,

The main items of expenditure (over and above our normal annual running costs of insurances etc) were a rewire of the clubhouse (£7296) and an interior redecoration (£2512) with a refit of the kitchen including a new water heater (which also serves the toilet) The clubhouse loft has been reboarded for safety.

Work/expenditure planned for this year (2021/22) includes balance of the costs for the rewire, reboarding of the station footbridge, hand drier for toilet, and completing the kitchen including fridge and work tops. A new battery charger for GL track loco lift has been purchased. Consideration is being given to the purchase of a defibrillator.

12.6. Liabilities

At 31/03/2020, the final payment for the clubhouse re-wire, estimated at £1824 remained outstanding. This has now been paid in full.

12.7. Unrestricted and restricted funds

Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees. Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor when funds are raised for particular purposes.

12.8. Trustees’ policy on Reserves

At the end of the financial year the accumulated funds amounted to £53,330, of which £5121 were restricted funds (available only for the raised track extension project).

The Trustees, as part of their Reserves Policy, have agreed to aim to hold at least £10,000 and no more than £15,000 in unallocated reserves at the year

end. These funds are held in order to meet any unforeseen expenditure that may occur, for example track and locomotive repairs. The balance of the cash held at the bank, £38,000, has been provisionally allocated by the trustees against following projects:

-
-Refurbishment of Clubroom and Kitchen	£1000
-External painting	£5000
-Complete renewal of Clubroom electrics	£2000
-Raised track extension – restricted funds	£5000
-Raised track extension	£20,000
-Unallocated	£5000

12.9. Gift Aid

The RSME has registered with the HMRC for Gift Aid.

Records are being kept of significant donations, a claim will be made in 2021/22 (rules prohibit claims for small donations in first 12 months).

12.10. Grants

The organisation does not have a grant making policy to either external organisations or individuals.

The trustees will support members should they wish to organise a Fund-raising event for a locally based charity, using the club’s facilities on not more than one occasion in a year

Jim Brown

Stuart Kidd

Charity Name No (if any) Reading Society of Model Engineers 116324 Receipts and payments accounts CC16a For the period Period start date Period end date To from 4/1/2020 3/31/2021

Section A Receipts and payments

A1 Receipts	Unrestricted funds to the nearest £ 10,032 528 97 - 600 995 - - 59 11,111 nil - 11,111 10,477 492 5,917 1,012 864 442 13 435 322 - 27 - - - - 20,001 279 279 20,280 - 9,169	Restricted funds to the nearest £ - - - - - - - 7 7 nil - 7 - - - - - - - - - - - - - - - - nil - - 7	Endowment funds to the nearest £ - - - - - - - - - nil - nil - - - - - - - - - - - - - - - - nil - - -	Total funds to the nearest £ 10,032 528 97 - 600 995 - - 66 11,118	Last year to the nearest £
Donations(Non Gift Aid)	10,032				918
Gift Aid Donations	528				-
Small Donations(Gift Aid)	97				864
BirthdayParties	- 600				5,780
subscriptions	995				3,025
Public running	-				7,990
Santa and refreshments	-				4,348

Bank interest	59				198
*Sub total*(Gross income for AR)	11,111				23,123

A2 Asset and investment sales, (see table).
none	nil			nil	nil
*Sub total*	-			-	-
*Total receipts* A3 Payments
					23,122

clubhouse	10,477				455
electricity	492				1,475
insurances	5,917				871
rent and rates	1,012				915
grounds maintenance	864				872
raised track	442				2,731
refreshments	13				1,218
print,stationeryandgovernance costs	435				489
ground level track	322				1,976
youngengineers	-				124
workshopand consumables	27				530
loco and truck maintenance	-				927
members activities	-				178
birthdays	-				192
santa specials	-				2,008
*Sub total*	20,001				14,961

A4 Asset and investment purchases, (see table)
	279				nil
*Sub total*	279				3,459
*Total payments* *Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end *Cash funds this year end*
					18,420

	- 9,169	7	-	- 9,162	4,702
	-	-	-	-	-
	57,377	5,114	-	62,491	57,788
	48,208	5,121	-	53,330	62,490

CCXX R1 accounts (SS)

10/18/2021

Section B Statement of assets and liabilities at the end of the period

Details none Details Details *Total cash funds* (agree balances with receipts and payments account(s)) none Cash in hand Bank current accounts Bank deposit accounnts Details Clubroom and associated buildings Clubroom equipment Workshop equipment Office equipment Ground and raised track infrastructure Gardening equipment Miniature railway rolling stock Model railways and models Gazebos Details	Unrestricted funds to nearest £ 205 4,942 48,209 53,356 Agreement Error Unrestricted funds to nearest £ - - - Fund to which asset belongs Fund to which asset belongs Unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted Fund to which liability relates	Restricted funds to nearest £ nil nil 5,121 5,121 OK Restricted funds to nearest £ - - - Cost (optional) - - - Cost (optional) - 1,700 1,800 250 27,650 3,500 25,600 7,500 1,250 Amount due (optional)	Endowment funds to nearest £
			nil
			nil
			nil
			nil
			#VALUE!
			Endowment funds to nearest £
			-

			-
			-
			Current value (optional)
			-
			-
			-
			Current value (optional)
			-
			-
			-
			-
			-
			-
			-
			-
			-
			When due (optional)
None	none	none	none
		-
		-
		-
		-
Signature	Print Name Stuart Kidd
			Date of approval
	Stuart Kidd

CCXX R2 accounts (SS)

10/18/2021

Charity Name No (if any) Reading Society of Model Engineers 116324 Receipts and payments accounts CC16a For the period Period start date Period end date To from 4/1/2020 3/31/2021

Section A Receipts and payments

A1 Receipts	Unrestricted funds to the nearest £ 10,032 528 97 - 600 995 - - 59 11,111 nil - 11,111 10,477 492 5,917 1,012 864 442 13 435 322 - 27 - - - - 20,001	Restricted funds to the nearest £ - - - - - - - 7 7 nil - 7 - - - - - - - - - - - - - - - -	Endowment funds to the nearest £ - - - - - - - - - nil - nil - - - - - - - - - - - - - - - -	Total funds to the nearest £ 10,032 528 97 - 600 995 - - 66 11,118	Last year to the nearest £
Donations(Non Gift Aid)	10,032				918
Gift Aid Donations	528				-
Small Donations(Gift Aid)	97				864
BirthdayParties	- 600				5,780
subscriptions	995				3,025
Public running	-				7,990
Santa and refreshments	-				4,348

Bank interest	59				198
*Sub total*(Gross income for AR)	11,111				23,123

A2 Asset and investment sales, (see table).
none	nil			nil	nil
*Sub total*	-			-	-
*Total receipts* A3 Payments
					23,122

clubhouse	10,477	-	-	10,477	455
electricity	492	-	-	492	1,475
insurances	5,917	-	-	5,917	871
rent and rates	1,012	-	-	1,012	915
grounds maintenance	864	-	-	864	872
raised track	442	-	-	442	2,731
refreshments	13	-	-	13	1,218
print,stationeryandgovernance costs	435	-	-	435	489
ground level track	322	-	-	322	1,976
youngengineers	-	-	-	-	124
workshopand consumables	27	-	-	27	530
loco and truck maintenance	-	-	-	-	927
members activities	-	-	-	-	178
birthdays	-	-	-	-	192
santa specials	-	-	-	-	2,008
**Sub total **	20,001	-	-	20,001	14,961

santa specials **Sub total **	- 20,001	- -	- -	- 20,001	2,008 14,961
A4 Asset and investment purchases, (see table)		nil - - 7	nil - - -	279 20,280 - 9,162
	279				nil
**Sub total **	279				3,459
*Total payments* *Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end *Cash funds this year end*
					18,420

	- 9,169	7	-	- 9,162	4,702
	-	-	-	-	-
	57,377	5,114	-	62,491	57,788
	48,208	5,121	-	53,330	62,490

CCXX R1 accounts (SS)

10/18/2021

Section B Statement of assets and liabilities at the end of the period

Details none Details Details *Total cash funds* (agree balances with receipts and payments account(s)) none Cash in hand Bank current accounts Bank deposit accounnts Details Clubroom and associated buildings Clubroom equipment Workshop equipment Office equipment Ground and raised track infrastructure Gardening equipment Miniature railway rolling stock Model railways and models Gazebos Details	Unrestricted funds to nearest £ 205 4,942 48,209 53,356 Agreement Error Unrestricted funds to nearest £ - - - Fund to which asset belongs Fund to which asset belongs Unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted unrestricted Fund to which liability relates	Restricted funds to nearest £ nil nil 5,121 5,121 OK Restricted funds to nearest £ - - - Cost (optional) - - - Cost (optional) - 1,700 1,800 250 27,650 3,500 25,600 7,500 1,250 Amount due (optional)	Endowment funds to nearest £
			nil
			nil
			nil
			nil
			#VALUE!
			Endowment funds to nearest £
			-

			-
			-
			Current value (optional)
			-
			-
			-
			Current value (optional)
			-
			-
			-
			-
			-
			-
			-
			-
			-
			When due (optional)
None	none	none	none
		-
		-
		-
		-
Signature	Print Name Stuart Kidd
			Date of approval
	Stuart Kidd		21/10/2021

CCXX R2 accounts (SS)

10/18/2021