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2022-03-31-accounts

Reading Society of Model Engineers

Registered Charity 1163244

Annual Report 2021/2022

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

President’s Report

2. The last year has been a busy one for RSME. Wednesday Warriors have continued their good work maintaining the track and buildings. This includes an extension to the ground level carriage shed to allow longer trains to be run. The site remains very nice and cared for because of the work off the parks and gardens team. This has not been helped by the recent very dry weather, but the recovery has been good so far. Boiler testing has continued and its always good to see plenty of engines on our track especially Southern ones!

3. I was very sorry to hear about the burglaries that have plagued us since June. This has caused much worry and additional work for the members and particularly the trustees. But the good news is that the culprits have been caught following some good work by the local police and our members. Meanwhile work continues to improve our security as far as we can. This includes cladding our club house and this looks really good so far.

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4. Our public running has produced record results, and this again is all down to the work of the usual a few members. The same applies to the private parties which are always well run. In June we held a national LittleLEC event that was very successful and had a good write-up in MODEL ENGINEER magazine. A visit of Santa before Christmas must have been the best for miles around looking at the smiles of all the children. Wonderful. We have a lot to be proud of.

5. Keeping things running so smoothly has been down to those dedicated members spending hours and days at our club doing all those jobs seen and unseen. I won’t mention names, but they deserve all our support and thanks for what they do.

6. It gave me great pleasure to be invited to be your president but after some eighteen years I have finally decided that it is time to retire from this post. Its up to the AGM to choose my successor and I give them my very best wishes for the future of our RSME.

Les Dawson

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

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.

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

4. Governance and management arrangements

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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 (7) trustees of the CIO currently are:

Ernest Brown Michael Chalmers Peter Culham Stuart Kidd (Secretary to the Trustees) Nigel Penford Stephen Millward John Billard (Trustee Chair) Miriam Venn

*Peter Harrison resigned during the year following his move away from the area

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 at the 2021/22 AGM are

John Billard Jim Brown and Mick Chalmers.

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

Miriam Venn’s appointment as a Trustee ends at this AGM

8. Appointment of Officers

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President

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

Les Dawson is our current President.

Les Dawson after over 18 years of service as our President, has decided to resign from the position.

The post of President will be held by a member of long standing and be well respected within the club. The President acts as a figurehead of the RSME. The President does not have a vote at Trustee meetings.

The President will serve for a period of three years, or earlier if the holder wishes to renounce the position. This may be extended with the agreement of members.

Nominations for the post of President are now being sought. Should there be more than one suitable candidate, an election will be held at the RSME Annual General Meeting on 27[th] October 2022.

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

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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.

10. Membership

11. Communications

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.

I am pleased that PROSPECTUS continues to be featured regularly in the club notes in MODEL ENGINEER and thanks are due to the editors and Geoff Thoresby.

Contributions have reduced in recent months but as before I would welcome all items including some non-railway topics from time to time reflecting the wide interests that I know exist among the membership. The series of workshop articles have been well received as has development work on the club site

Electronic posting has a vital role and I would like to thank Stuart Kidd and Stephen Millward for their help in the distribution to the membership including sorting out some frustrating software problems and posting out a number of hard copies. These copies are now to be produced in-house.

Please keep the contributions coming in. Editor permitting almost any subject may be acceptable to suit our intelligent readership.

RSME has a website at www.readingsmes.co.uk which was very difficult to find by an internet search. Changes to the website settings now mean the website can be easily found, however little progress has been made on developing the content. The website is work in progress and really need someone who either knows how to develop the website or is keen to learn.

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12. Financial Statements and Accounts

12.1. Summary of accounts

- Receipts and Payments 04/2021 to 03/2022

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.

12.3. Trustees Remuneration and Benefits

There was no trustee’s remuneration, or other benefits, or expenses paid for the years ended 31/3/2021 and 31/3 /2022. 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 for year ended 31/03/2021. The negative amount of £600 was the refund of party deposits. Income for the year ended 31/03/2022 was Birthday Parties £5340 and Public Running £5054.

Grant Aid

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The club qualified for a Covid 19 government grant for small businesses in the sum of £10,000 in the year ended 31/03/2021.

Subscriptions

Subscription income for the year 2021/22 amounted to £2570 against £995 for the accounting year 2020/2021.

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.) included the balance of the costs for the rewire - £1824, hand drier for toilet £426, a new gazebo - £357, 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

As at 31/03/2022 there were no liabilities outstanding.

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 £54,684, of which £5122 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 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, £39,684, has been provisionally allocated by the trustees against the following projects:

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-External painting £5000 - Raised track extension – restricted funds £5000 - Raised track extension £20,000 - Clubroom external cladding £3500 - Internal alarm system £1500 -Unallocated £4,684

12.9. Gift Aid

The RSME has registered with the HMRC for Gift Aid.

A claim will be made in 2022/23.

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

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ReadingSocietyof Model Engineers ReadingSocietyof Model Engineers ReadingSocietyof Model Engineers ReadingSocietyof Model Engineers ReadingSocietyof Model Engineers 31/03/2022 31/03/2022 CC16a
For the period
from		 01/04/2021 to 31/03/2022
Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest
£
421
99
521
5340
2810
200
725
2570
5054
0
4
17744
0
0
0
17744
83
1730
434
708
0
0
0
3311
700
1036
1011

1350
470
1245

1429
401
10
1305
15224
0
1167
0
1167
16391
1354
0
48209
49562		 Restricted
funds
to the nearest
£
1
1
0
1
0		 Endowment
funds
to the nearest
£
0
0
0
0		 Total funds
to the nearest
£
421
99
521
5340
2810
200
725
2570
5054
0
4
17745
0
0
0
17745
83
1730
434
0
708
0
0
0
3311
700
1036
1011
1350
470
1245
1429
401
10
1305
0
15224		 Last year
to the nearest
£
VOLUNTARY RECEIPTS Small Donations(Gift Aid) 421 10032
Gift Aid Donations 99 528
Donations Other 521 97
FUND RAISING TRADING BirthdfayParties 5340 -600
Santa Specials 2810 0
Other Income 200 0
CHARITABLE TRADING Refreshments 725 0
Subscriptions 2570 995
Public Running 5054 0
Members Activities 0 0
OTHER RECEIPTS Bank Interest 4 66
Sub total (Gross Income) 17744 11118
A2 Asset and investment sales
SALE OF FIXED ASETS 0 0
SALE OF INVESTMENTS 0 0
Sub total; 0 0
Total Receipts
A3 Payments
11118
FUND RAISING TRADING
BIRTHDAY PARTIES 83 0
SANTA SPECIALS 1730 0
OTHER EVENTS 434 0
CHARITABLE ACTIVITIES
REFRESHMENTS 708 13
YOUNG ENGINEERS 0 0
GOVERNANCE COSTS 0 0
MEMBERS ACTIVITIES 0 0
CLUBHOUSE 3311 10477
ELECTRICITY 700 492
INSURANCES 1036 5917
RENT AND RATES 1011 1012
PRINTING/ STATIONERY COMMS
1350		 435
RAISED TRACK 470 442
GROUND LEVEL 1245 322
LOCO AND TRUCK MAINTENACE
1429		 0
GROUNDS MAINTENANCE 401 864
WORKSHOP AND STORAGE 10 27
CONSUMABLES 1305 0
Sub total; 15224 19999
A2 Asset and investment purchases
Sub total;
Total Payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end
Raised Trackproject 0 0 0
Purchase of assets 1167 1167 279
Purchase 0f investments 0 0 0
1167 0 0 0 0 1167 0 279
0
1
0
5121
5122		 0
0
0
0
0		 16391
1354
0
53330
54684
20278
1354 1 0 1354 -9161
0 0 0 0 0
48209 5121 0 53330 62491
49562 5122 0 54684 53330

mm

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

B1 Cash funds
B2 Other monetary assets
B3 Investment assets
B5 Liabilities
Signed by one or two trustees on
behalf of all the trustees
B4 Assets retained for the
charity's own use		 Cash in hand
Barclays Bank current accounts
Barclays Bank deposit accounts
NIL
NIL
Clubroom equipment
Workshopequipment
Ground and raised track infrastructure
Gardeningequipment
Miniature railwayrollingstock
Model railways and models
Signature
Clubroom and associated buildings
Gazebos
Office equipment
Stuart Kidd
Trustee		 to the nearest
£
205
7292
42065
49562
Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted
funds
Fund to which
asset belongs
Fund to which
asset belongs
Fund to which
asset belongs
Fund to which
liability relates
Print n		 to the nearest
£
5122
5122
1700
1800
250
27650
3500
25600
7500
1250
Restricted
funds
Cost (optional)
Cost (optional)
Cost (optional)
Amount due
(optional)
ame
Kidd		 to the nearest
£
Endowment
funds
0
Current value
(optional)
Current value
(optional)
Current value
(optional)
When due
(optional)
Date of approval
27/10/22
Stuart Kidd