DEAN FOREST LOCOMOTIVE GROUP(CIO)
Trustees’ Annual Report for the Period From 1[st] January 2021 to 31[st] December 2021
Structure
The Dean Forest Locomotive Group is Charitable Incorporated Organisation (CIO)
Registered Charity No.1164847
Charity’s Principal Address: Norchard, Forest Road, Lydney, Gloucestershire. GL15 4ET
Names of Trustees who manage the Charity
Mr Ian Beaton Treasurer & Deputy Chair
Mr Ian Fawcett
Mr Tom Halford
Mrs Anne Hayes
Mrs Hilary Hill
Mr Charles Mansell
Mr John Metherall Secretary
Mr Douglas Phelps
Mr Paul Sandles
Mr Matthew Sexton Chair
Mr Rauffe Shirley
Mr Richard Thacker
Mr Josh Watkins
Mr Adam Williams
Governance
Appointment of Trustees
The Appointment of Trustees is conducted in accordance with the Articles of Association and Rules of the CIO. The maximum number of Trustees permissible is 15. Trustees may serve for a maximum of three years after which they may seek re-election at the next AGM. One third of the serving Trustees must retire on rotation at each AGM and can seek re-election if they so wish. The standing Trustees have the power to appoint (co-opt) Trustees at their discretion.
No Trustees were co-opted 2021.
Objectives of the Charity (As set out in the Governing Document)
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To acquire and take over all or any part of the assets and liabilities of the present unincorporated body known as the Dean Forest Locomotive Group.
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To advance public education, learning and skills development by the acquisition, restoration, preservation, exhibition and operation of heritage railway locomotives, rolling stock and equipment associated with, but not exclusively, the Severn & Wye Railway, railways in the Forest of Dean & Gloucestershire and in particular to preserve, operate and display for the public benefit former GWR steam locomotive no.5541 and BR steam locomotive no.9681 at the Dean Forest Railway and other suitable locations.
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To advance public education and learning by the conservation and exhibition to museum standards of documents and records of historic, technical and academic interest associated with the locomotives, rolling stock and equipment as the charity trustees may from time to time decide.
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To advance public education and learning by the publication of pamphlets, booklets, periodicals or books relating to the acquisition, maintenance, rebuilding and operation of the locomotives and rolling stock so as to ensure continuity of preservation for future generations.
Activities
The Trustees have complied with their duty to have due regard to the commission’s public benefit guidance when exercising any powers or duties to which the guidance is relevant.
Attendance
There were 8 Trustees Board Meetings held in 2021 all held virtually
The attendance of Trustees at Meetings is recorded below:
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Trustee Trustee Meetings
Ian Beaton 8 of possible 8
Ian Fawcett 7 of possible 8
Tom Halford 8 of possible 8
Anne Hayes 4 of possible 8
Hilary Hill 4 of possible 5
John Metherall 8 of possible 8
Charlie Mansell 6 of possible 8
Doug Phelps 3 of possible 8
Paul Sandles 3 of possible 8
Matthew Sexton 8 of possible 8
Rauffe Shirley 2 of possible 8
Richard Thacker 5 of possible 8
Josh Watkins 5 of possible 8
Adam Williams 6 of possible 8
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It should be noted several Trustees found it difficult to join meetings due to IT issues.
Effect of Corona Virus Pandemic
This was the sixth full year of existence of the CIO and the effects of the Corona Virus Pandemic and the associated restrictions continued to impact the operations of the CIO and our stakeholders particularly during the early and later part of 2021. The three main impacts effecting the CIO can be summarised as:
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Constitutional – The inability to hold the 2020 AGM and Face to Face Meetings
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Operational – Difficulties in accessing our Rolling Stock to conduct maintenance and restoration.
However, again through the dedication of our volunteers, support of our members and some novel solutions, we have been able to mitigate these impacts as far as possible.
2021 Annual General Meeting
Based on the UK Government COVID-19 measures, concerns for the Health and Safety and the demographic of the membership, the Trustees decided that the 2021 Annual General Meeting should be held virtually on 30[th] March 2021. This was allowed under the temporary amendment to the Corporate Insolvency and Governance Act 2020 (Schedule 14 refers) which allowed CIOs to hold virtual meetings.
The Trustees would link to thank Dr Alastair Clarke of Cardiff University for facilitating the AGM using Zoom.
Achievements & Performance
GW Prairie no 5541 continued to be a strong performer achieving a total of 73 steam days (25 in 2020) at the Dean Forest Railway. This includes 1 steaming for the DFLG Members Day.
After discussions with the new Boiler Inspector, we expect 5541 to stay in service now until the middle of 2023 and maybe slightly longer. This of course depends on no major issues occurring.
Again, the continued high availability of 5541 is a credit to the Engineering team who kept up with the continual maintenance and inspection programme in all weathers and despite the restrictions and additional social distancing measures.
The overhaul of BR Pannier no 9681 continues and is now drawing to a conclusion. The new pistons which were manufactured by Tyseley Locomotive Works have been fitted and the motion re-assembled. The Chassis and Cab are now completed and the boiler is ready for tubing. There is still a lot of work to do overhauling fittings, completing the boiler and final assembly. The current forecast to return 9681 to service is now mid-summer of 2022.
The restoration of GWR Mink G no112857 (1931) was completed to very high standard with intricate lettering carried out by a local signwriter. Several opportunities have been taken to showcase the vehicle to members and the general public.
Work on BR Pannier 9682 has been restricted to sourcing missing components as and when funds allow.
The DFLG Sales Coach performed extremely well again thanks to the dedicated efforts of all associated with it, achieving sales of donated items of £14599. Building on last year, the sales area has been rearranged to meet COVID guidelines. This includes Perspex screens and contactless pay facilities. Donations of specialist books and model railway rolling stock as well as replica nameplates have helped achieve strong sales. However, these sales could not be achieved without the tenacity of the small, dedicated team who staff the shop at every available opportunity.
A new venture for the DFLG was Retail and Merchandise sales. Charities have strict rules on how much small trading turn over they can undertake (£8000 or higher dependent on turnover). We have currently restricted this to DFLG branded work wear such, T shirts and Sweatshirts for members and volunteers. Not only do these provide a functional purpose but it makes our brand more visible. The total small trading turn-over was £853.
The DFLG Website and Facebook page continues to be refreshed and we appear to be gaining more contacts and followers.
Finally, the Trustees would like to thank the volunteers, members and donors for their support through the year.
Financial Review
Reserves Policy
The reserve policy is to hold £50000 in existing current accounts sufficient to cover emergency or unforeseen expenditure. This will be complemented with an active reduction in non-critical expenditure as and when a critical risk is crystalised.
Details of any Funds Materially in Deficit
The CIO has no funds in deficit.
Loans
The CIO has no outstanding loans, including loans agreed under guarantee and/or secured against assets.
Principal Source of Funds
The principal source of funds has been through Steaming fees received for the use of GW Prairie No 5541. This accounted for 52% in 2021 (27% in 2020).
Sale of Donated Items. This accounted for 20% of funds received in 2021 (30% in 2020).
Expenditure in Support of the Key Objectives of the Charity.
Expenditure relating to restoration and maintenance of BR Pannier 9681 was 71% and GW Prairie 5541 13% of total expenditure respectively.
Principal Risks Facing the Charity
The Trustees see the Principal Risks facing the Charity as:
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Loss of income from steaming fees resulting from suspension of operations due to a crisis or other reason or serious mechanical failure. The Trustees use the Reserves Policy to mitigate this risk.
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The difficulty of securing future coal supplies to run our steam locomotives resulting from economic, environmental and supply issues. The DFLG is a member of the Heritage Railway Association whose members are actively pursuing alternative sustainable sources of supply.
Summary of Accounts and YL. Al i• PLUa
Other Interests
| Shares | Face Value | |
|---|---|---|
| Forest of Dean Railway Ltd | 18627 | £18627 |
| Hawksworth Saloon Group | 16 | £4000 |
| Heritage Wagon Group | 115 | £115 |
Account Notes
Note 1: Number of Steaming GW Prairie 5541
| Year | 2016 | 2017 | 2018 | 2019 | 2020 | 2021 |
|---|---|---|---|---|---|---|
| Steamings | 104 | 67 | 61 | 60 | 25 | 73 |
Note 2: Membership
| Note 2: Membership | ||
|---|---|---|
| Year Ending 2021 | Year Ending 2020 | |
| Foundation Members | 111 | 112 |
| Life Members | 13 | 11 |
| Annual Members | 27 | 24 |
| Total | 151 | 147 |