Charity No: 1189294 ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation # **EVERGREENS MINIATURE RAILWAY (Charitable Incorporated Organisation)** **TRUSTEES REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021** |**CONTENTS OF THE TRUSTEES REPORT & FINANCIAL STATEMENTS**|**CONTENTS OF THE TRUSTEES REPORT & FINANCIAL STATEMENTS**| |---|---| |**YEAR ENDED 31 MARCH 2021**|| ||**Page**| |**Trustees Report**|**1 to 7**| |**Balance Sheet**|**8**| |**Statement of Financial Activities**|**8 TO 9**| |**Notes to the financial statements**|**10 TO 13**| Page **1** of **13** EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **TRUSTEES REPORT FOR THE YEAR ENDED 31 March 2021** The trustees present their report with the financial statements of the charity for the year ended to March 2021 The trustees have adopted the provision of Accounting and Reporting by Charities : Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the financial Reporting Standard applicable in the UK and the Republic of Ireland (FRS 102)(effective January 2015). ## **INCORPORATION** The charitable incorporated organisation was incorporated on 30 April 2020. ## **REFERENCE AND ADMINISTRATIVE DETAILS** Registered Charity Number: 1189294 ## **PRINCIPAL ADDRESS IS OF THE SECRETARY** 6 Lewis Avenue. Sutton On Sea, Mablethorpe Lincolnshire LN12 2JS ## **TRUSTEES** V. LEDDEN SECRETARY E. FOX TREASURER K. AUGER K. BENNETT Landowner A. HUDNOTT R. LEWIS M. MANNING ## **SOLICITORS** Miss. Kimberley Bowers, Solicitor Tinn Criddle, Solicitor’s 6 High Street, ALFORD Lincolnshire, LN13 9DX Telephone: 01507 462882 Page **2** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** ## **Purposes and Aims** The objects of The Club are defined in section 3, clause 3.a, 3.b, 3.c of the Constitution ## **Governance** The governing document of Evergreens Miniature Railway, CIO is the Constitution, which is supported by club rules. The charity is constituted as a club. Membership of The Club is open to anyone who is interested in furthering its purposes and who, by applying for membership, has indicated his or her agreement to become a member on acceptance of the duty of members set out in the constitution. **There are seven (7) trustees in accordance with the constitution; these are specific elected post holders in The Club as specified in the byelaws. There are currently seven (7) trustees by decision of the members. E .Fox volunteered to act as Treasurer and V. Ledden volunteered to act as Secretary.** The Chair is elected at each trustees meeting. ## **Recruitment and Appointment of new trustees.** As set out in the charity’s byelaws trustees are appointed by the board of trustees. **The byelaws specify two(2) club officer posts where the post holder is a trustee. The selection of trustees is by election** On being elected new trustees are given detailed information of the finances and provided with copies of the documents which set out the operation framework for the charity and the current financial position as set out in the latest published accounts. Because there is a brief period between election and appointment, we have found it useful for new trustees to attend meetings as observers during the interim. Page **3** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **Risk Management** The trustees have a duty to identify and review the risks to which the organisation may be exposed to and ensure appropriate controls are in place to provide reasonable assurance against fraud and error. This is completed by ongoing review of activities of the charity, assisted by the elected members of the committee. To assist the committee members, the trustees have set out for the committee members when considering club activities how they meet the objectives. The trustees have reviewed all the CIO policies and have considered those that cover financial risks and general management of the CIO. The reviews take place at the beginning of each year. The following policies are in place and were reviewed in March 2021 no amendments to any policy were considered necessary: **Code of Practice Disciplinary Procedure Equality & Diversity Health & Safety Privacy & Data Protection Running Rules** The trustees have considered the General Data Protection Regulations and have put into place policies which follow guidelines and the General Data Protection Regulations. We will continue to implement changes to policy as required by regulation changes. The trustees will discuss any changes. ## **Focus of our activities** The main activities of E.M.R Club CIO are to provide the facility for members and public to follow the hobby of railway modelling. The Club is arranged so there are informal autonomous groups that work on specific projects. All club projects must be approved by the trustees. That group also has oversight of the expenditure on projects and has to give its approval. ## **Public Benefit** The trustees have had regard to the guidance issued by the Charity Commission on public benefit. The public benefit is to the club members permitting them to follow their hobby with the support of The Club. Membership is not restricted in any way except members are expected to have an interest in railway modelling. Page **4** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **HOW WE DELIVERE PUBLIC BENEFIT** The objectives of the charity are promoted by the provision of facilities for the club members, club open days and by providing support for clubs and associations with similar interests. We are unable to quantify the number of clubs, societies, etc we have given support to and to a lesser degree the number of people who have benefitted from our club open days (It is possibly an average of 800 people over a year of 8 months of 8 open days with 100 people per open day )but there is no means of measuring the total number of people who have benefitted from all activities that promote The Club objectives. We have no control over individual’s activities which do not utilise club facilities but where members purport to represent The Club they are encouraged to consider the club objectives. We hold 8 open days during the year (weather and Covid restrictions permitting) at which opportunities are provided for the visitors to operate the club models, seek advice, and help with their own model making and make use of our club facilities. The open days promote the education and fostering of the general interest objectives. The club maintains points of contact through social and social media networks and our web site. These act as a means of advertising our organisation but are also a means of contact for questions about our hobby. We can do this by volunteers from amongst club members who undertake maintenance of the relevant networks ## **OTHER ACTIVITIES** As with all similar organisation, the coronavirus pandemic has had a significant impact on Club activities since 2019. This has resulted in the club room being closed in accordance with government regulations and guidance. During this period members have been keeping in touch by Email; Facebook; Webpage and other social media sharing modelling information, projects and techniques using The Club’s in-house intranet system which has led to some interesting exchanges. Page **5** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **FINANCIAL REVIEW** ## **PRINCIPAL SOURCES** The principal source of funding are the membership fees and donations. Membership has remained consistent throughout the year; we have even managed to increase our membership by 5/6 new members during these challenging times. Our open days are the main fund-raising effort run by our volunteers ## **RESERVES POLICY** The Club intends to retain sufficient reserves to enable The Club to purchase the land it leases from the land owner. ## **FUNDS HELD AS CUSTODIAN FOR OTHERS** The charity has no funds held as custodian trustee or on behalf of others Page **6** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **STATEMENT OF TRUSTEES RESPONSIBILITY** The trustees are responsible for preparing the Trustees’ Annual Report and the Financial Statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). The law applicable to charities in England & Wales requires the trustees to prepare financial statements for each financial year giving a true and fair view of the state of affairs of the charity and the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to: Select suitable accounting policies and then apply them consistently. Observe the methods and principles in the Charites SORP (Charities Statement of Recommended Practice) Make judgements and estimates that are reasonable and prudent. State whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statement, Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charity(Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. ## **SIGNED ON BEHALF OF THE Evergreens Miniature Railway Trustees:** _V.G.Ledden 08/01/2022_ Valerie.G. Ledden **Trustee & Secretary** K.Auger _08/01/2022_ **Kevin Auger Trustee** Page **7** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 |**STATEMENT OF FINANCIAL**|**ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021**|**ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021**| |---|---|---| |**The added notes form part of these financial statements**||| ||**BALANCE SHEET AT 31 DECEMBER 2021**|| |||**2021**| ||**Notes**|**£ p**| |**INCOME AND ENDOWMENTS**|**2**|| |Donations and Legacies||20,765| |Grants||19,669| |**Charitable Activities**|**3**|| |Charitable activities||881| |**EXPENDITURE**|**5**|| |**Charitable activities**|**5**|| |**Costs of charitable activities**|**6**|| |Site Machinery||154| |Sundries||2,398| |Track Maintenance||20,176| |Utilities||385| |Waste Disposal||365| |**Total expenditure**||**23,429**| |**NET INCOME**||**17,885**| |**RECONCILIATION OF FUNDS**||| |**TOTAL FUNDS BROUGHT FORWARD**||**N /A**| |**TOTAL FUNDS CARRIED FORWARD**||**N / A**| |||**2021**| |||**Total funds**| ||**Notes**|**£ p**| |**FIXED ASSETS**||| |Tangible Assets|8|22,096| |Investments|9|N/A| |**CREDITORS**||| |Cash at bank||21,486| |**NET CURRENT ASSETS**||**22,096**| |**TOTAL ASSETS LESS CURRENT LIABILITIES**||**4,419**| |**NET ASSETS**||**21,677**| |**TOTAL FUNDS**||**21,677**| Page **8** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **STATEMENT OF FINANCIAL ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** **The added notes form part of these financial statements** The trustees acknowledge their responsibilities for ensuring that the charitable incorporated organisation keeps accounting records that comply with Section 130 of the Charities Act 2011 and preparing financial statements which give a true and fair view of the state of affairs of the charitable incorporated organisation as at the end of each financial year and of its surplus or deficit for each financial year in accordance with the requirements of the Charities Act 2011. The financial statements were approved by the Board of Trustees on Saturday 7 January 2022 and were signed on its behalf by: ## **SIGNED ON BEHALF OF THE Evergreens Miniature Railway Trustees:** _V.G.Ledden 08/01/2022_ Valerie.G. Ledden **Trustee & Secretary** K.Auger _08/01/2022_ **Kevin Auger Trustee** Page **9** of **13** EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **STATEMENT OF FINANCIAL ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021 NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021** ## **1. ACCOUNTING POLICIES** ## **BASIS OF PREPARING THE FINANCIAL STATEMENTS** The financial statements of the charitable incorporated organisation, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) Accounting and Reporting by Charities; Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UIK and Republic of Ireland (FRS)(effective 1 January 2015), Financial Report Standard 102’ The Financial Reporting Standard applicable in the UK and Republic of Ireland’ and charities Act 201`1. The financial statements have been prepared under the historical cost convention. ## **FINANCIAL REPORT STANDARD 102 – REDUCED DISCLOSURE EXEMPTIONS** The charity has taken advantage of the following disclosure exemption in preparing these financial statements, as permitted by FRS 102 ‘The Financial Reporting Standard applicable in the UK and Republic of Ireland’: The requirements of Section 7 Statement of Cash Flows. ## **INCOME** All incoming is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be received, and the amount can be easily measured reliably. ## **EXPENDITURE** Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in a settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to a particular heading, they have been allocated to activities on a basis consistent with the use of resources. Grants offered subject to conditions which have not been met at the year-end date are noted as a commitment but not accrued as expenditure. ## **TANAGIBLE FIXED ASSETS** Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life. Leasehold property - 5% on cost Fixture and fittings - 20% on cost ## **TAXATION** The charity is exempt from corporation tax on its charitable activities, ## **FUND ACCOUNTING** 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 or when funds are raised for particular restricted purposes. Further explanation of the nature and purpose of each fund is included in the notes to the financial statements. Page **10** of **13** ## EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **STATEMENT OF FINANCIAL ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **NOTES TO THE FINANCIAL STATEMENTS CONTINUED** ## **2 DONATIONS** **2021** Donations Gift Aid **3. INCOME FROM CHARITABLE ACTIVITIES 2021 Membership Income to include:** Full Membership Junior Membership Associate Membership **Other Income to include:** Club room party hire Food Station Sales Table Ticket Sales **4. INVESTMENT INCOME 2021** Bank interest receivable **5 COSTS OF CHARITABLE ACTIVITIES 2021 DIRECT COSTS 2021** Utilities **SUPPORT COSTS TO INCLUDE: 2021** Postage and stationery Track Maintenance Machinery Rent Insurance Waste Disposal Rates Sundires Depreciation of tangible fixed assets Loss on disposal of tangible fixed assets Repairs & Maintenance ## **6. GRANTS PAYABLE** **2021** ## **7. TRUSTEES’ REMUNERATION AND BENEFITS** There were no trustees’ remuneration or other benefits for the year ended 31 December 2021 ## **TRUSTEES’ EXPENSES** There were no trustees’ expenses paid for the year ended 31 December 2021 Page **11** of **13** EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **STATEMENT OF FINANCIAL ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **NOTES TO THE FINANCIAL STATEMENTS CONTINUED** ## **8. TANGIBLE FIXED ASSETS** ||**COST**|**Fixtures & Fittings**| |---|---|---| |||**2021**| ||At 31 December 2021|| ||Additions|| ||Disposals|| ||**DEPRECIATION**|| ||At 31 December 2021|| ||Charge for year|| ||Eliminated on disposal|| |**9.**|**FIXED ASSET INVESTMENTS**|**2021**| |**10.**|**DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR**|**2021**| |1**1.**|**CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR**|| |||**2021**| ||Other Creditors|| ||Loss|| ||Net Assets|| ||Accruals and deferred income|| |**12.**|**OPERATING LEASE COMMITMENTS**|**2021**| ||Future minimum lease payments under operating leases:|| ||Due in one year|| ||Due in two(2) to five(5) years|| Page **12** of **13** EVERGREENS MINIATURE RAILWAY Dawn Bank, Keal Bank, Keal Cotes, Lincolnshire, PE23 4AE A Charity Incorporated Organisation Charity No: 1189294 ## **STATEMENT OF FINANCIAL ACTIVITIES OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021** ## **NOTES TO THE FINANCIAL STATEMENTS CONTINUED** ## **13. MOVEMENT IN FUNDS** **Net Movement** ## **Unrestricted funds** **£** General Fund ## **TOTAL FUNDS** Net Movement in funds, included in the above are as follows: ## **Unrestricted funds** General Funds ## **Total funds** ## **Purpose of unrestricted funds** ## **14. RELATED PARTY DISCLOSURES** ## **15. ULTIMATE CONTROLLING PARTY** The charity is controlled by the trustees as listed in the Trustees Report Page **13** of **13** EVERGREENS MINIATURE RAILWAY Dawn 84nP, yea! Bank, Kaal CoLes, LIp,cg!ns￿.Trp ty¢2 J '.&1. April 2020 -march Income 2021 DE￿ Mir40 Apdl May June Ju Au8usi £3Q.CL) co £2&7 £Z&76 &76 £10,0￿78 £10.029.CO £2& £IOm&78 £10￿29.￿) £10.153 £25.00 £lJ34 £95A £fj￿2.17 03Z.66 £U57.00 £10,028.78 £10￿29. £10,153. £25. £1334. É9S. £6 W2.17 £332.66 £2A57.00 floc É95.CbJ £30.CO October N0￿Mb•r D#cemb•r Jènua February March £25 £1.3Y. ÉI239.21 £84.96 É271.66 É269.O) £478.lYJ É61.11) £92.(YJ PP64￿ In m•mo otCh•¢ £2.IV3& Tots U9A6921 kM4J1&17 April 2020 -march 2021 D•ts Tthl Amount ALAPICE Siin PthVn8 163 £61.LYJ f105AS f74.81 £34.56 £10,030A2 10,182*5 19158 £39.75 £334Ji £389a9 É1007.69 £3163 £204 Jun• Juty A￿￿$t ptem (krober E30.41 34.56 ts8.16 £43.11 LBenn £4￿40 £44.40 £9A37.86 ÉIA03th98 4Q36 E20.IXJ 143.58 santliEer £49 £39.75 £34.81 £37.59 £33.09 RENY Grè h)suw3n De¢emb J*nua February March f¥. 7.3) £L774.E sklp htre U72XKJ E32.84 17& 3A29S8 39 lif any): Address: LfyllL I Section B Disclosure on￿ complete if the examiner needs to h￿hlight material matters of concem (see CC32, Independent examination of charity &counts". dir￿t￿nS and guKiance for examiners). Glve here brief details of any items that the examiner wishès to disclosè. IER Oct 2018