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2023-03-31-accounts

RSME 2023 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 16th November 2023 for the following purposes:

  1. To accept apologies for absence.

  2. To accept the minutes of the 2021/ 2022 Annual General Meeting held on 27[th] October 2022

  3. To accept the Presidents Report 2022/2023

  4. To accept annual report Prospectus Editor

  5. To receive and accept the Trustees and Section Reports for year ended 31st March 2023

6. To receive and accept the Financial Statements and

Accounts for year ended 31st March 2023

  1. To consider and vote on any motions proposed.

  2. To elect Trustees

  3. To present the Presidents Cup

  4. To transact any other business as agreed by the Chair

Reading Society of Model Engineers

Registered Charity 1163244

2. Minutes of 2021/2022 AGM held on 27[th] October 2022 - Prospect Park Clubhouse

John Billard gave an opening address including special thanks on behalf of the club for all the effort made by its members to keep the club running, including maintenance, birthday parties, public running and behind the scenes administration. John drew attention to the significant contribution made to the club by member Peter Harrison, as well as co-opted Trustee Miriam Venn.

John made the President’s introduction on behalf of Les Dawson (see AGM paper - President’s Introduction).

John explained his position as Chair of the meeting meant he was not acting as chair of the Trustees, but as chair of the AGM.

2.1 Apologies

Mr P Harrison, Mr J Evans, Mr A Thatcher, Mr B Joslyn, Mr A Broodbank, Mr R Standing, Mr D Wilkinson, Mr T Wood, Mr G Saffrey, Mr A Day, Mr A Cliffe, Mr M Andrew, Mr M Furness, Mr K Trussler

2.2 Minutes of 2021 RSME AGM

The Chair recommended to the meeting that the 2021 minutes be formally accepted, and this was agreed.

2.3 Trustees annual report 2021/2022

The Chair recommended to the meeting that the Trustees Annual Report for the year ended 31st March 2022 be formally accepted, and this was agreed.

2.4 Financial statements and accounts 2021 /2022

Ernest Brown gave a brief introduction to the financial statements and accounts for the year ended 31st March 2022. The Chair proposed these be formally accepted, and this was agreed.

2.5 To consider and vote on any motions proposed.

The Chair confirmed that no motions had been received for consideration.

2.6 Election of Trustees

Three trustees were due to retire in rotation at this meeting and nominations were received for three trustees as follows:

John Billard nominated, and Peter Culham seconded Ernest Brown.

Ernest Brown nominated and Stephen Millward seconded Nigel Penford.

Mick Chalmers nominated and Nigel Penford seconded John Billard.

There being no other nominations these were declared elected.

The Chair advised there is still one Trustee vacancy left

unfilled.

The Chair clarified that the position of coopted Trustee held by Miriam Venn automatically ended at the AGM following the appointment.

2.7 Election of President

After 18 years of service to the club, Les Dawson has stated he wishes to stand down from the position of President.

Peter Culham advised there had been one nomination for a new President for John Billard, nominated by Les Dawson and seconded by Nigel Penford.

There being no other nominations, John Billard was declared elected. John explained how honored he felt to be following illustrious previous holders of the position, including J.M Maskelyne, a childhood hero of John’s.

A member asked the new President to set out his ambitions for the club and John advised that he aimed to continue the success of the club established by Les Dawson and to encourage new membership.

2.8 Presidents Cup

The President’s Cup is awarded to a club member to recognize service given to the club by a member over the previous 12 months.

The 2022 President Cup was awarded to Les Dawson for 18 years of dedicated and meritorious service over the past 18 years.

2.9 Any other Business as agreed by the Chair.

2.9.1 Annual Subscription - Nigel Penford outlined a

proposal for simplifying and reducing the club’s membership fees (see AGM proposal paper).

This generated discussion regarding the proposal. Members concerns included the following:

A member asked if the proposal was based on an analysis of our current membership income and whether the change would result in a loss of income? The Trustee’s advised that subscription income would be likely to reduce, however the intention is to recruit new members who can support the more significant income streams from public running and birthday parties.

Some members were concerned that families with children might be adversely affected if each person must pay a subscription.

The Chair advised this is only a proposal which the Trustees want to consider and develop with members, prior to the 2023 annual subscription.

It was agreed the Trustees would continue to develop the proposal. It was noted that if any subsequent change proved to be unsuccessful, it would be possible to revert to the current subscription structure. Action: Trustees

2.9.2 Member’s access to club facilities - A member raised a concern that the club’s activities seemed to be increasingly focused on public running and birthday parties, whilst opportunities for members to use the track are becoming more limited. Action: Trustees

2.9.3 Clubhouse security alarm - A member raised a concern that 5 months have elapsed since the first clubhouse break in and the proposed security alarm still has not been fitted. Action: Trustees

2.9.4 Protecting RSME from fraud - A member recounted

an experience of another club suffering a £64,000 embezzlement and asked if the Trustees had reviewed the club procedures to protect against fraud? Ernest Brown confirmed these procedures were reviewed when the charity was established. However, In view of the evolving nature of fraud, it’s been agreed the procedures should be reviewed regularly. Action: Trustees

Meeting closed at 21.30

. Annual Report 2022/2023

This report has been prepared in accordance with the Charity Commissions Guidance – on Charity reporting and accounting.

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

3. PRESIDENT’S REPORT 2022/2023 John Billard

It is my pleasure to present my first report as president of the Reading Society of Model Engineers. It is with some trepidation

that I took over from Les Dawson last year but with his encouragement and the help of so many others we have had a very successful year.

At one of our club running Saturdays earlier last month, the first thing that struck me was of what a buzz there was, in the sunshine. Plenty of members, including some very recent ones, five or six engines on the tracks and our indefatigable boiler inspector hard at work, testing, and retesting. With tea all round.

This year we have introduced a new membership system operating a flat rate of payment of £20. This was a considerable simplification and represented a cost reduction for nearly everybody. So, in these inflationary days, we are showing what can be done by activity and careful financial management. At the beginning of April, I set myself a target of maybe a total membership of 100 by next March. We are already up to 95 and still recruiting. In particular, it is gratifying to have young people joining us under our junior membership scheme where they are sponsored by an adult.

Considerable improvements continue to be made to our site. Big jobs have included completing the cladding the exterior of the club house against continuing vandal attacks. This has led to a visual improvement with additional insulation as a bonus. Exterior lighting is being improved with the addition of two new lamp posts with work continuing, new electronic security systems in use; all to prevent or put off the very upsetting burglaries and other damage which have occurred to us in the recent past.

All credit is due to our Wednesday Warriors who give up their time to do the hardest of physical jobs throughout the year and not often put off by the weather. Adding it to this is the work of our park and gardens department. There’s a lot of ground to look after and I know it is greatly appreciated by all our visitors.

Mentioning visitors, we have had an astounding year running our public trains every month. It is if that each succeeding date provides a record income. It is not just running trains but staffing the platforms, selling and collecting tickets, running the tea bar, putting up gazebos and all away again. And what more can I say about our private parties? I’m only going to mention

one name in this report and that is of Peter Culham (and his family) who have continued to do an amazing job organising these all summer. And then there have been his Santa weekends; surely the best Christmas attraction in all of Berkshire.

We have revamped our Thursday evenings a little with a monthly programme of talks and shows. Standing room only! It is also good to see our members’ work displayed, in fact anything interesting is brought.

I conclude with my heartfelt thanks for all that our members do to keep RSME alive and with an apology for anything I have forgotten, and appreciation to my fellow trustees for keeping RSME active and well-funded. We are in good hands.

4. Report - Editor 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.

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 again 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. I must also include some fascinating pieces my Mike Manners on some visitors to our grounds and some interesting woodwork.

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. Hard copies are produced and sent by Royal Mail to members who require them.

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

The October 2023 edition of PROSPECTUS will be the 220[th] produced under my editorship.

J

ohn Billard Editor

5.Trustees and Section Reports

5.1

The annual total of birthday parties this year is 53. On top of these there have been eleven weekday visits by Rainbows, Nurseries, School groups etc as well as six Special Needs afternoons. Well done to Peter and his crew.

5.2. ‘00 Group’

Over the past year the group has grown in numbers mainly due to an increase in junior members. This is fine although it requires the adult members to maintain and repair any faults that occur. To assemble the full layout on the first Tuesday of the month, we really need all the adult members to be present. This is not always possible, so we have to resort to using another extension which includes a traverser. Also, during Sunday Public Running we have no adult members available to run the layout and although we have some junior members available, they lack the experience to operate it properly. We are gradually improving our club rolling stock to allow some running to take place at short notice. This is because most members provide their own models during running sessions in the evening.

5.3 Lease Renewal

Our lease is due for renewal. The Council has offered a term of ten years, which is longer than the seven years offered at previous renewals.

We have been advised by our legal advisers that there are benefits to the club of accepting the Council’s offer of a longerterm lease. At the time of writing this note a first draft of the new lease has just been received from the Council

Any further news on this matter will be reported to tonight’s meeting.

5.4 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.

5.5. 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.

5.6. 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.

5.7. Charity trustees

The (7) trustees of the CIO currently are:

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

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 this AGM are.

Mike Chalmers, Stuart Kidd, and Peter Culham

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

5.8. Appointment of Officers

5.8.1 President

The President acts as the ‘’figurehead’’ of the Society.

Les Dawson after over 18 years of service as our President, resigned from the position during 2022

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.

John Billard was appointed in October 2022 to serve as our President for a period of three years, or shorter should the holder wishes to renounce the position, This may be extended with the agreement of members.

5.8.2 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

5.8.3 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.

5.8.4 Treasurer

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

5.8.5 Trustee Chair

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

5.9. 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.

The RSME Child Protection Code of Practice was last 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 2023

5.10. Membership

The final membership number for 2020/21 was 63 and for 2021/22 was 84. Membership for 2023/24 currently stands at 96

6. Financial Statements and Accounts

6.1 Examination of accounts

The Trustees have appointed a firm of accountants to examine (audit) the club’s accounts in accordance with the recommendations of the Charity Commission. Their findings will be reported in Prospectus

6.2. Summary of accounts

Copy attached for member approval.

6.3. Accounting Convention and Practice

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.

6.4. Trustees Remuneration and Benefits

There was no trustee’s remuneration, or other benefits, or expenses paid for the years ended 31/3 /2023. All trustees give their time voluntarily. None of the trustees hold title to any property belonging to the RSME.

6.5. Income

6.5.1 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. Income for the year ended 31/03/2023 was Birthday Parties £7950, (£5340 - 31/03/2022) and Public Running £7189, (£5054 – 31/03/2022).

6.5.2 Members Activities

Income under this heading comes solely from the auction Held in April 2023.

6.5.3 Grant Aid

No grant aid was received in the year ended 31/03/2023.

6.5.4 Subscriptions

Subscription income for the year 2022/23 amounted to £2686 against £2570 for the accounting year 2021/2022.

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

6.6. Expenditure

The main items of expenditure (over and above our normal annual running costs of insurances etc.) during the financial year were directly or indirectly (*) as a result of the burglaries during the year and are included in the accounts under the heading of Purchases of Assets.

Replacement safe £143

Replacement strimmer £542

Replacement leaf blower £200

Replacement mower £490

*External Lighting £1855

*Clubroom cladding £3776

Claims were made on our insurance and £2317 in settlement was received in May 2023.

The costs of replenishing refreshment stocks resulted in an apparent deficit on refreshment sales of some £332. These costs amounted to some £375 without which a small surplus would have been earned.

The complete refurbishment of the 7 1/4” class 08 totalling £1240.99 was charged to Loco and Truck Maintenance.

The renewal premium on our Southern Federation policy due on 31/03/2022 (£2629) was not paid until 01/04//2022 thus inflating this year’s expenditure and deflating last year’s by this amount.

Electricity - There were very significant changes between 2022 and 2023 in our use of electricity and the price paid per kWh. Our electricity consumption in 2022 was reduced due to covid. Whereas in 2023 our usage returned to normal and the electricity tariff was greatly increased, even after government subsidy. The net result was that our expenditure on electricity increased from £700 in 2022 to £1848 in 2023. ( Note: the accounts show expenditure on electricity as £806, which excludes the electricity bill for the final quarter of £1042. See 6.7 liabilities)

6.7. Liabilities

As at 31/03/2023 the electricity bill for the final quarter £1042 had not been received but was paid on 13/04/2023.

6.8 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.

6.9. Trustees’ policy on Reserves

At the end of the financial year the accumulated funds amounted to £51,130, 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 between £10,000 and £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 remaining balance of the cash held at the bank, £36,130, has been provisionally allocated by the trustees against the following projects:

-Defibulator £2,000

-External lighting £2,000

-Landscaping £1,500

-Unloading ramp £1,000

Tree survey £1,000

-90-day higher interest fixed deposit account

£10,000

-Unallocated

£130

6.10. Gift Aid

The RSME has registered with the HMRC for Gift Aid. Records are being kept of significant donations.

6.11. Grants

The organisation does not have a grant making policy to either external organisations or individuals. The trustees will support members or community groups should they wish to organise a Fund-raising event for a local group using the club’s facilities.

6.12 Community Events

The RSME regularly holds events for various community organisations including schools and youth groups, at no charge.

RSME Trustees September 2023

Charity Name No (if any) READING SOCIETY OF MODEL ENGINEERS 116324 Receipts and payments accounts CC16a For the period 4/1/2022 3/31/2023 To

For the period from

Section A Receipts and payments

Section A Receipts and payments Section A Receipts and payments
A1 Receipts
Small donations(Gift Aid)
505
Gift Aid Donations
62
Donations other
347
Other income
-
BirthdayParties
7,950
Santa Specials
5,809
-
Refreshments
1,036
Subscriptions
2,686
Public Running
7,189
Members Activities
2,354
Bank Interest
63
28,001
Sale of Fixed assets
150
Sub total 150
Total receipts 28,151
A3 Payments
BirthdayParties
319
Santa Specials
3,872
Other Events
823
Insurances
6,751
Refreshments
1,369
Governance costs
108
Members Activities
246
Clubhouse
1,934
Electricity
806
Rent andrates
923
Print and stationeryand comms
1,172
Raised track repairs
174
GLtrack repairs andrefurbish
1,005
Loco and truck maintenance
2,652
Grounds upkeep& improvements
166
Workshopand storage
758
Consumables
1,287
Sub total 24,365
Purchase of assets
7,349
Sub total 7,349
Total payments 31,714
Net of receipts/(payments) - 3,563
A5 Transfers between funds
-
A6 Cash funds last year end
49,570
Cash funds this year end 46,007
Unrestricted
funds
to the nearest £
Sub total(Gross income for AR)
A2 Asset and investment sales,
(see table).
A4 Asset and investment
purchases, (see table)
to the nearest £
-
-
-
-
-
-
-
8
8
-
-
8
-
-
-
-
-
-
-
-
-
-
-
-
8
-
5,114
5,122
Restricted
funds
to the nearest £
Endowment
funds
Total funds
to the nearest £
Last year
to the nearest £
Small donations(Gift Aid) 505 -
-
-
-
-
-
-
-
-
505
62
347
-
7,950
5,809
-
1,036
2,686
7,189
2,354
71
28,009
421
Gift Aid Donations 62 99
Donations other 347 521
Other income - 200
BirthdayParties 7,950 5,340
Santa Specials 5,809 2,810
- -
Refreshments 1,036 725
Subscriptions 2,686 2,570
Public Running 7,189 5,054
Members Activities 2,354
Bank Interest 63 4
Sub total(Gross income for AR) 28,001
17,744
A2 Asset and investment sales,
(see table).
Sale of Fixed assets 150 -
-
150
150
Sub total 150 -
Total receipts
A3 Payments
28,159
- 17,744

BirthdayParties
319 -
-
-
-
-
-
-
-
-
319
3,872
823
6,751
1,369
108
246
1,934
806
923
1,172
174
1,005
2,652
166
758
1,287
24,365
83
Santa Specials 3,872 1,730
Other Events 823 434
Insurances 6,751 1,036
Refreshments 1,369 708
Governance costs 108
Members Activities 246
Clubhouse 1,934 3,311
Electricity 806 700
Rent andrates 923 1,011
Print and stationeryand comms 1,172 1,350
Raised track repairs 174 470
GLtrack repairs andrefurbish 1,005 1,245
Loco and truck maintenance 2,652 1,429
Grounds upkeep& improvements 166 401
Workshopand storage 758 10
Consumables 1,287 1,305
**Sub total ** 24,365 15,223
A4 Asset and investment
purchases, (see table)
Purchase of assets 7,349 -
-
7,349
7,349
1,167
**Sub total ** 7,349 1,167
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
**Cash funds this year end **
- 31,714 16,390
- 3,563 -
-
-
-
- 3,555
-
54,684
51,129
1,354
- -
49,570 53,330
46,007 54,684

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

Categories
B1 Cash funds
B2 Other monetary assets
B3 Investment assets
B5 Liabilities
B4 Assets retained for the
charity’s own use
Signed by one or two trustees on
behalf of all the trustees
Details
Cash in hand
Barclays current account
Barclays Deposit account
Details
None
Details
None
Details
Details
None
Signature
Total cash funds
(agree balances with receipts and payments
account(s))
to nearest £
Unrestricted
funds
175
3,698
42,135
46,007

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ members of

Reading Society of Model Engineers

On accounts for the year ended

31[st] March 2023

Charity no (if any)

1163244

Set out on pages

1-2

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 Charities Act) and that an independent examination is needed.

It is my responsibility to:

Basis of independent examiner’s statement

My examination was carried out in accordance with 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 the 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 statement below.

Independent examiner's statement

In connection with my examination, no material matters have come to my attention which gives me cause to believe that in, any material respect,:

I have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached .

Signed:

December 2017

1

IER

Date: 17[th] November 2023 Name: Rachel Eden Relevant professional qualification(s) or body (if any): ACMA (Chartered Institute of Management Accountants) Address: Holy Brook Associates, Curious Lounge, 1st Floor, Pinnacle Building, Tudor Road, Reading, England, RG1 1NH Section B Disclosure

December 2017

2

IER