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2024-03-31-accounts

Reading Society of Model Engineers

ANNUAL REPORT

AGM Agenda

24 October 2024

Registered Charity (CIO) 1163244

The tenth Annual General Meeting of the charity will be held at 7.30pm at the RSME Clubhouse, 82 Bath Road, Reading RG30 2BE on Thursday 24 October 2024 for the following purposes:

  1. To accept apologies for absence.

  2. To accept the minutes of the 2022/ 2023 Annual General Meeting held on 16[th] November 2023

  3. Matters arising from the minutes

  4. To accept the Presidents Report 2023/2024

  5. To accept other reports

  6. a) Editor

b) 00 section

2. Minutes of 2023 Annual General Meeting held on 16[th] November 2023, RSME Clubhouse.

John Billard gave an opening address and explained his position as Chair of the meeting meant he was not acting as chair of the Trustees, but as chair of the AGM.

There was a minute’s silence for club members who had passed away in the last year.

1. Apologies

Mr M Andrew, Mr R Ashfield, Mr M Brooks, Mr P Jennings.

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2. Minutes of 2022 RSME AGM

3. Matters arising:

The long term future of the club is being secured by a 10 year lease with the Council.

The future of the club also depends on having sufficient members, and our membership has grown from a post covid low of 60 to the current figure of over 100.

The Chair recommended to the meeting that the 2022/2023 AGM minutes be formally accepted, and this was agreed.

4. 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.

5. Financial statements and accounts 2021 /2022

Ernest Brown gave a brief introduction to the financial statements and accounts for the year ended 31st March 2023. The Chair proposed these be formally accepted, and this was agreed.

As required by the Charity Commission, the RSME accounts for 2022/23 are being independently examined by Holy Brook Associates of Reading, who have also been asked to make any general recommendations on our finance processes and controls

6. To consider and vote on any motions proposed.

The Chair confirmed that no motions had been received for consideration

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7. Election of Trustees

Three trustees were due to retire at this meeting and there was one unfilled Trustee vacancy. The Chair advised that nominations had been received for

Stuart Kidd, Peter Culham, Nigel Penford and Donald Pickett

There being no other nominations, these were declared elected

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 2023 President Cup was awarded to Jacqueline Lunnon in recognition of her support and dedication to the club’s activities.

9. Any other Business - as agreed by the Chair.

3. PRESIDENT’S REPORT 2023/2024

I am pleased to present my report as RSME President for the past year. In many ways it has been highly successful with our members making huge contributions to make it go this way. Visits to our club running days on Saturdays always bring pleasure with numerous engines on our tracks and our indefatigable boiler tester at his work.

But that is only one aspect of what we do. We have had a full year of private parties and our public running has reached a new level of activity. This is measured by the number of cars in our car park ably guided by our two parking attendants; a vital job.

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For all this we need engines to run and carriages to pull. Steam locomotives require constant maintenance to do their job and this is usually something for the home workshop. That goes for the electrics too. All year I have seen dedicated efforts being made to ensure that we have a good running fleet of passenger carrying vehicles. Another carriage has been added for the ground level trains and this has made a big difference to our traffic requirements.

Having spent a couple of stints in the ticket office recently I have seen at first hand what pleasure we are giving to our public. It still surprises me to have so many on their first visit and it is up to us to make sure that they return.

The income generated by these events has not only funded improvements to our site but it has also allowed us to reduce our subscription to £20 for everybody together with a free subscription for junior members. Last year I had hoped that this new scheme might increase our membership to over 100. I'm delighted to find that this objective was successful although numbers have slipped back a little since. Recruitment of members is the most important thing we can do to secure our future.

After considerable efforts by the trustees I'm also very pleased to report that we have now finalised a 10 year lease with Reading Borough Council with an automatic option to renew. This gives us a security of tenure which would be the envy of many other clubs.

Much of the work which goes on around our site largely goes unseen despite its importance. But not so for our new workshop, now virtually complete. This has been a huge effort, completely stripping out the old, disposing of much surplus equipment and starting again with the whole thing. I'm constantly amazed by the skills and dedication shown by our members and this is a good example.

Over the past year monthly talks have continued for members and generally these have been well attended. Recently we have had everything from horses to iron ore. If any member has contact with someone to keep our programme going it will be good to hear from them.

In the summer we were able to organise a very happy visit to Fawley to experience the McAlpine collection which included a spectacular train ride, not only that, transport was provided by an ex Reading Council bus which would have been familiar to our older members. Visits are something the trustees would like to continue, and any ideas let me know.

As President I have also been able to see the work of our trustees throughout the year during the monthly meetings. As well as looking after its formal duties via the Charity Commission, it organises the work to be done, plans for the future, and deals with those everyday items which crop up every time. Any concerns or comments that the members may have about the Society can be addressed to the trustees and this will be dealt with as quickly as possible. Members are reminded that they may observe these meetings in person.

There is however a bit of a health warning here. Much of the heavy work at RSME has been done by the same few people who are not getting any younger. If our success is to be continued into the future a plea for more volunteers cannot be sustained indefinitely.

As well as a regular retirements by rotation for re-election, Stephen Millward will be standing down as a trustee and I would like to thank him for his valuable contribution during this time.

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Stephen will not be going away and I know that he will continue to help RSME as much as possible.

It has been a privilege to serve as your President and I present this report for your approval.

John Billard

14 October 2024

4. Reports

Editor Prospectus

Twelve issues of the PROSPECTUS have again been produced this year all just about to schedule.

Contributions have become a problem recently resulting in reduced pages. I am thankful to all contributors including John Spokes and Alec Bray for producing excellent material at short notice.

PROSPECTUS reflects the interest shown in it by members. 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.

I have continued to submit copies to MODEL ENGINEER for inclusion in its Club Notes. Generally this has worked until I took exception to a comment by the Club Editor about a submission by one of our contributors. Thankfully this has now been resolved following a letter to the Editor and normal service will now be resumed.

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 help by contributing. Everyone has a tale to tell. Editor permitting, almost any subject may be acceptable to suit our readership.

The October 2024 edition of PROSPECTUS is the 232rd produced under my editorship.

John Billard

00 Group

During the past year we have lost two valuable adult members, however we still have four adult members and four junior members.

We are currently building a new smaller terminus station on three baseboards salvaged from the N gauge group which has disbanded. This will consist of three or more platform roads together with storage sidings for goods and parcels traffic. There will also be a turntable at the end of the platform roads. Most of the work so far is using surplus materials from stock. The purpose of the new station is to encourage newcomers and junior members into the hobby and to provide for an easier alternative to our large terminus which is more difficult to erect.

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The smaller terminus will be a better alternative to the traverser which has limited function and is troublesome. We are trying to encourage more of the junior members to run the layout on public running days.

It would be helpful if we could encourage some more adult members.

Mike Sinclair

Parks and Gardens

George Saffrey, Charles Benham, Andrew Day, John Evans

Grass cutting

Andy and John have been largely responsible for maintaining the grass. As much of it is used for the car parking this is an important activity.

Track margins

Blackberries and other fast growing plants require frequent cutting back to clear the raised track. The same applies to the low branches of trees in the wood.

Bath Rd hedge

The council cut back the pavement margins. The new hedge which was planted on top of the bank has failed in parts and is largely overgrown by elm suckers. A one metre strip of the inside of the hedge was cleared by a contractor. Blackberries have largely reclaimed this area. The only solution may be to dig out the roots.

Wild flower meadow

Although the first year was considered a success very few of the annual plants have established themselves. A rethink is necessary.

General

Our site is approximately two acres. Over the years a number of shrubs, trees and bulbs have been planted which has greatly improved the appearance of the site and we receive compliments from visitors.

However the gardening team is small. Any green fingered club members who fancy joining us would be very welcome there's always a lot to do.

5. Trustees Annual Report 2023/2024 .

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.

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5.1 Activities undertaken by the 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.

5.2. 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.

5.3. 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.

5.4 Charity trustees

The (8) trustees of the CIO are:

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

Co - opted members, Miriam Farley, Andy Midwinter (Co-option ceases at the end of each AGM)

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

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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.

Ernest Brown, Michael Chalmers and John Billard

Stephen Millward is not seeking re election.

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

5.5 Appointment of Officers

President

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

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 he wish to renounce the position, This may be extended with the agreement of members.

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 two Vice Presidents, Mike Sinclair and Jim Brown. It is not the current intention of the trustees to make further appointments.

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.

5.6 Safeguarding of Children and Young People

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

The child's welfare is paramount.

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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 , based on recommendations from the NSPCC was last reviewed by the trustees in 2021, Two trustees have attended seminars on Child Protection issues at Reading Voluntary Service

Five trustees and three members have been DBS checked.

5.7. Membership

Membership for currently stands at 88.

6. Financial Statements and Accounts

6.1 Examination of accounts

The Trustees have appointed a firm of accountants to examine 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

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 and any recommendations from the independent examiners.

6.4. Trustees Remuneration and Benefits

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There was no trustee’s remuneration, or other benefits, or expenses paid for the years ended 31/3 /2024. All trustees give their time voluntarily. None of the trustees hold title to any property belonging to the RSME.

6.5. 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 and Santa Days. Income for the year ended 31/03/2024 was Birthday Parties £7440, and Public Running £10,922, and Santa £6,932.

Members Activities .

Grant Aid

No grant aid was received in the year ended 31/03/2024.

Subscriptions

Subscription income for the year 2023/24 amounted to £1660 against £2686 for the accounting year 2022/2023.

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 are included in the accounts under the heading of Purchases of Assets.

Myford Lathe £2,500
Intruder alarm £1,770
New Gazebo £280
Hearing Loop £472
External Lighting £265
Clubroom cladding £782
Bogie maintenance £1,000

The project to refurbish the workshop was started in March and expenditure of £1440 has been recorded under the heading of Workshop and Storage in these accounts

Electricity – It is very difficult to compare expenditure year on year. In the year ending 31/03/2023 our electricity tariff was greatly increased, but a government subsidy was available for part of the year and only three quarterly bills were received, totalling £806. The

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final quarters bill was not received until April 2023 and is included in the accounts for 2023/24. The usage for each year was about £1,850.

Other Expenditure

Governance costs totalling £1,691 were incurred, the main items being fees for the Independent Examiner £360, and solicitor (new lease) Grounds Maintenance (Bath Road) boundary cost £1,473

6.7. Liabilities

As at 31/03/2024 there were no liabilities outstanding

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 £51,503, of which £5177 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, £36,503, has been provisionally allocated by the trustees against the following projects:

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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.

Secretary RSME

14 October 2024

Appendix

Independent Examiners Report

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Reading Society of Model Engineers members of On accounts for the year 31[st] March 2024 Charity no 1163244 ended (if any) Set out on pages 1-2

12

Respective The charity's trustees are responsible for the preparation of the accounts. responsibilities of trustees The charity’s trustees consider that an audit is not required for this year and examiner 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 My examination was carried out in accordance with general Directions examiner’s statement 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 In connection with my examination, no material matters have come to my statement 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 .

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Signed:
Name:
Relevant professional
qualification:
Address:
Section B Disclosure

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Charity Name No (if any) READING SOCIETY OF MODEL ENGINEERS 116324 Receipts and payments accounts CC16a For the period 01/04/2023 31/03/2024 To from

Section A Receipts and payments Section A Receipts and payments Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest £
489
150
1,112
-
7,440
6,932
2,317
1,408
1,660
10,922
308
528

33,266
100
100
33,366
550
4,319
-
4,332
1,196
1,691
633
1,233
2,881
1,005
1,389
141
468
2,663
2,018
1,509
563
26,591		 Restricted
funds
to the nearest £
-
-
-
-
-
-
-
63
63
-
-
63
-
-
-
-
-
-
-
-
-		 Endowment
funds
to the nearest £
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-		 Total funds
to the nearest £
489
150
1,112
-
7,440
6,932
2,317
1,408
1,660
10,922
308
591
33,329		 Last year
to the nearest £
Small donations(Gift Aid) 489 505
Gift Aid Donations 150 62
Donations other 1,112 347
Other income -
BirthdayParties 7,440 7,950
Santa Specials 6,932 5,809
Other income 2,317 -
Refreshments 1,408 1,036
Subscriptions 1,660 2,686
Public Running 10,922 7,189
Members Activities 308 2,354
Bank Interest 528 71
Sub total(Gross income for
AR)
33,266		 28,009
A2 Asset and investment sales,
(see table).
Sale of Fixed assets 100 100 150
~~Sub total~~ 100 100 150
Total receipts
28,159
A3 Payments
BirthdayParties 550 319
Santa Specials 4,319 3,872
Other Events - 823
Insurances 4,332 6,751
Refreshments 1,196 1,369
Governance costs 1,691 108
Members Activities 633 246
Clubhouse 1,233 1,934
Electricity 2,881 806
Rent and rates 1,005 923
Print and stationeryand comms 1,389 1,172
Raised track repairs 141 174
GL track repairs and refurbish 468 1,005
Loco and truck maintenance 2,663 2,652
Grounds upkeep& improvements 2,018 166
Workshopand storage 1,509 758
Consumables 563 1,287
**Sub total ** 26,591 24,365
A4 Asset and investment
purchases, (see table)
Purchase of assets 6,466 - - 6,466 7,349
**Sub total ** 6,466 - - 6,466 7,349
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end
31,714
33,056
33,056		 - 3,555
- - -
49,570 49,570 54,684
46,326 51,129 51,129

CCXX R1 accounts (SS)

06/12/2024

1

Section B Statement of assets and liabilities at Section B Statement of assets and liabilities at the end of the period
Categories
B2 Other monetary assets
B3 Investment assets
B5 Liabilities
Signed by one or two trustees on
behalf of all the trustees
B1 Cash funds
B4 Assets retained for the
charity’s own use		 clubroom equipment
workshop and associated equipment
Details
None
gazebos
Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
None
Details
clubroom and associated buildings
Cash in hand
Barclays current account
Barclays Deposit account
Details
None
office equipment
ground and raised tracks infrastructure
gardening equipment
miniature railway locos and stock
model railways and models and layouts
Signature		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
275
-
1,880
-
44,171
5,177
46,326
5,177
OK
OK
Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
-
-
Fund to which
asset belongs
Cost (optional)
-
Fund to which
asset belongs
Cost (optional)
unrestricted
-
unrestricted
-
-
-
-
-
-
-
-
Fund to which
liability relates
Amount due
(optional)
-
Print Name
Stuart Kidd		 Endowment
funds
to nearest £
-
-
-
-
OK
Endowment
funds
to nearest £
-
Current value
(optional)
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval
Stuart Kidd 24/10/2024

CCXX R2 accounts (SS)

06/12/2024

2

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Reading Society of Model Engineers members of

On accounts for the year
ended		 31stMarch 2024 Charity no
(if any)		 1163244

Set out on pages 1-2

Respective The charity's trustees are responsible for the preparation of the accounts. responsibilities of The charity’s trustees consider that an audit is not required for this year trustees and examiner 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

Independent In connection with my examination, no material matters have come to my examiner's statement 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 .

Date: 11[th] November 2024

Signed: Name: Rachel Eden

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IER

December 2017

FCMA (Fellow of the Chartered Institute of Management Accountants)

Relevant professional qualification:

Address: Holy Brook Associates, Curious Lounge, 1st Floor, Pinnacle Building, Tudor Road, Reading, England, RG1 1NH

Section B Disclosure

2

IER

December 2017