TRUSTEES' ANNUAL REPORT FOR 2006
1 Legal and Administrative information
Custodial Trustees
David Milton
Michael J Beale
Dr Peter J C Trenchard
Jonathan Edwards
Trust Committee (Management Trustees)
Officers
Andrew W Naish - (Chairman)
Graham Hooper - (Secretary) - appointed 22 April 2006
Edward H Goater - (Treasurer)
John M Smith - (Museum Curator) - appointed 22 April 2006
Michael Gates - (Museum Curator) - retired 22 April 2006
Members
Godfrey R Baker
Ian N Briggs - retired 22 April 2006
Michael Gates - appointed 22 April 2006
Rosemary Jacob
George M Moon
Roger Newport - appointed 22 April 2006
Brian R J Smith
Ian M Young
Principal Location: The Railway Station, Washford, Watchet, Somerset. TA23 0PP
Bankers: HSBC, Loughton, Essex; NatWest, Midsomer Norton
Solicitors: Stephens & Scown, Exeter
Insurance Brokers: Griffin Commercial Insurance Brokers Ltd, Exeter
2 Status
The Somerset & Dorset Railway Trust (the Trust) is a Registered Charity number 265098. It is governed by a Constitution last amended by the Members of the Trust at The Annual General Meeting held on 24 April 2004 and which incorporated the amendment to Clause 5(A) in connection with membership cut-off date. Trustees are appointed and elected in accordance with the Constitution.
3 Organisation, Management and Decision-Making Structure
The property of the Trust is held by the Custodial Trustees in trust for the Trust in accordance with Clause 6J of the Constitution. The management of the Trust is vested in the Trust Committee responsible for the administration of the Trust affairs and for the general policy of the Trust in accordance with Clause 3B of the Constitution. During 2006, the Trust Management Committee met formally on six occasions:
12 January, 12 March, 14 May, 16 July, 09 September and 04 November. The Senior Custodial Trustee attended the meetings held on 12 January, 12 March and 14 May. One Custodial Trustee attended the meeting held on 09 September.
Approximately one week in advance of every meeting, all Trustees are sent an agenda and other papers for the meeting. Responses to matters arising are made in writing.
At the meeting, any Trustee may speak, but decisions are made by majority vote. Implementation of the decision is usually assigned to an individual, with a duty to report at a future meeting. Sub-committees are set up to report to the Trust Committee on more complex matters.
4 Membership
As at 1 August 2006 (2005 numbers in parenthesis), there were 321 (320) Ordinary, 167 (165) Family, 269 (235) Senior, 0(0) Junior and 6 (6) Corporate Members, Total 763 (726). The significant increase in the number of senior members continues to contribute to the rising age profile of the Trust.
A total of 60 new members were recruited during the year, principally through our very active sales stands at special events which were organized to celebrate the 40th anniversary of closure of the Somerset & Dorset Railway. The website is also beginning to be a valuable recruitment source. A total of 23 members did not renew for 2006.
There was a significant increase in the number of donations received which were covered by Gift Aid and which enabled the Trust to virtually double receipts from this source during the previous two years.
As in 2004/5 a series of advertisements were run in Steam Railway magazine. These were specifically orientated towards the anniversary celebrations. Response to these this year was poor and few new members were recruited via this source.
5 Objects
The Objects of the Trust are for the public benefit as defined in its Constitution:
a) To form and maintain a museum for the exhibition of items of historic interest formerly belonging to old railways and in particular, but not exclusively, the Somerset and Dorset Joint Railway, including signs, signals, posters, records and books, photographs, machinery, models, rolling stock, locomotives and buildings, such museum to be open to the public.
b) To educate the general public in old railways, railway history and in particular, but not exclusively, the Somerset and Dorset Joint Railway and to show how these railways affected the industry of the area.
6 Co-operation with other charities and related parties
No informal liaisons took place during this year. There are no relationships between the Trust and related parties that fall within the requirements for disclosure under Charity SORP 2005.
7 Review of Activities in 2006
a) MANAGEMENT CHANGES: Graham Hooper was reappointed as Secretary and John Smith succeeded Michael Gates as Museum Curator at the Annual General Meeting. Ian Briggs retired from the committee at the Annual General Meeting but remains as Membership Secretary. Both Michael Gates and Roger Newport were appointed to the committee at the Annual General Meeting.
b) PUBLICATIONS: The policy for the Trust's regular publications (journals) introduced in 2000 has continued during 2006. Both journals continue to appear at or close to their pre-announced publication dates, allowing for continuity of communication with Trust Members. The journals are simultaneously still published as pdf files in the Members' area of the web-site, and thereby improving accessibility.
Pines Express - Bulletin of The Somerset and Dorset Railway Trust
Four very enjoyable editions were produced during 2006 due to the further dedication of the editor and the supply of suitable articles by the membership. The result was the production of high quality journals the highlight of which was the publication of edition number 241 in June which celebrated the 40th anniversary of the closure of The Somerset & Dorset Railway. This publication is made available for the public and is distributed to libraries and to all Members and well-wishers.
With the continued assistance of the membership, the success of Pines Express will be further guaranteed.
Swift & Delightful - Newsletter
Two editions were published in 2006. These attractive magazines were well received. Edition number 14 celebrated the 40th anniversary of the closure of The Somerset & Dorset Railway. This publication is circulated to Members only.
Other - Calendar and Christmas Card
The Trust published a Calendar for 2007 together with a Christmas Card for 2006. Plans are well advanced for publication during 2007 of a Calendar for 2008.
c) ELECTRONIC SERVICES:
Website
The website received record numbers of hits during the spring, reaching an all-time maximum co-incident with the S&D Gala. Information and pictures were contributed by visitors to the website and to the railway. During the busiest period, the website was sometimes updated three or four times every twenty four hours, thus ensuring a constant flow of virtual happenings for the public to see. Members and the public unable to visit the railway were therefore able to benefit from an educational experience of the working of a railway in a fashion akin to the S&D. By contrast, very little news or other material was contributed for the remaining nine months of 2006. An explanatory page including a short MP3 video clip of the Whitaker
Apparatus in action at Washford was put up in April, to commemorate what the Trust understands to be the first enactment of this important invention in the UK since 1966. Whilst attendance at this rare event was disappointing, it is felt that such demonstrations provide an excellent opportunity to educate the public in accordance with the Trust's Object, and it is hope to repeat the event with greater advance publicity in 2007.
Online Membership and Sales
2006 has seen the continued expansion of the online shopping section which includes full Trust sales and regalia. Online membership and membership renewal is still continuing to expand and is thus continuing to working well.
Members Only
It is disappointing that so few members chose to contribute to the Members-Only area, which had no additions to the resources in 2006.
Internet Discussion Group:
Whilst there has been a small increase in the number of members of the electronic discussion group, SDJR@yahoogroups.com, there has been a substantial drop in the number of postings from 476 in 2005 to 307 over the same period in 2006. This group will only thrive if the majority of its members post questions and participate in discussions rather than just consume the thoughts of the few active contributors. Nevertheless, some discussions were of sufficient length and interest to generate material for The Pines Express - for example, of the derailment at Burnham, illustrated in an incorrectly described photograph purchased by the Trust at an auction in Bridgwater.
News
The Trust's web server supports organisation-specific @sdrt.org email addresses. These were allocated to all key management volunteers during the second half of 2006. This improves the corporate image of the Trust, and assists the public to focus their enquiries. A large number of queries, particularly involving genealogical research, was received by info@sdrt.org, many of which were answered successfully by the members of The Trust to whom the enquiries were forwarded electronically. It is hoped that the remaining unconnected Management Trustees will adopt electronic communication in 2007, so as to improve the speed of transfer of information and decision-taking.
Model Making
This has once again been represented with model pictures and articles provided by Trust members.
d) EXHIBITIONS, EVENTS, MEETINGS & PUBLICITY:
e) WASHFORD MUSEUM
The Museum was open for 160 days during 2006. The number of volunteers who staffed the Museum and shop was around 25.
The total number of admissions to the Museum was 2485 persons and which represented a significant increase over the previous year. The entrance fees accruing from admissions are indicated within The Annual Accounts.
Archives
Work has continued on completing the location register within the database. Improvements are required urgently to increase the space for, and environmental quality of, storage of the archives. If volunteers were to be forthcoming, then funds could be allocated to commence making digital images of the more significant parts of the collection. The lack of volunteers has prevented any of this funded work being carried out during 2006. If digital images were to become available, the accessibilty of the collection for study by the public would be improved considerably.
Work has continued sporadically on slowing the backlog of essential maintenance to rolling stock, buildings and plant. But the number and ability of volunteers to carry out the necessary tasks themselves or to manage contractors to do so has dwindled considerably. Work on repair of the LSWR ventilated van was nearing completion at the end of 2006, but other repairs to the museum display vans (PMV, CCT and LNWR) are now considerably overdue. At least one of these display vans will not be available throughout
2007 in order to enable essential repairs to be made under cover.
Work on upgrading the sidings trackwork was completed by a very small team of volunteers in good time for the successful stabling and running of No. 88 at the sidings in April.
The platform box housing the Midford signalling exhibit was successfully up-righted and a new wall plate inserted in October by a small team of experienced volunteers.
The Trust's insurance company has advised that the boiler of the Stothert & Pitt steam crane is very near the point at which it is too wasted to be used. The future of this unique crane is being considered by the Management Trustees.
Photographic Collection
The Trust's Photographic Collection continued to be an excellent resource for modelers and historians of the Somerset & Dorset Railway. Many requests were successfully dealt with over the year. The Collection also provided photographs for the 2007 Trust calendar using some newly acquired images of the railway from Ralph Dodds.
Coach Restoration
S&DJR First Class No. 4:
S&DJR Third Class Coach No.114 (SR1423) Highbridge 1890:
Exeter Coaches:
The fragments from these rescued coaches have been examined and it appears there is one side of a full brake together with a part of each end and at least one section of a composite coach. Consideration is currently being given to an appropriate way of displaying these rare artifacts.
Generally:
Wells Brake-van, No. 9
The components still remain in dry store at Washford. Initial preservation work has been undertaken.
S & D Locomotive, No. 88
This impressive working museum exhibit proved to be highly attractive to the public in its unique livery. The locomotive worked reliably with no significant failures and improved in performance over the year as it ran in and footplate staff became more familiar with working.
Mileage by month over the contract reporting period was recorded as:
November 2005 94 miles
December 2005 651 miles
January 2006 80 miles
February 2006
March 2006 1120 miles
April 2006 1052 miles
May 2006 1620 miles
June 2006 1907 miles
July 2006 1420 miles
August 2006 1954 miles
September 2006 1660 miles
October 2006 1200 miles Total 12758 miles
No costs to the Trust, other than the annual owner's inspection costs, in connection with the locomotive are required during the remaining period of hire which expires on 1 May 2020.
The Wagon Team
The Group has mainly been involved with continued restoration work on the Salmon Pink Van and which is now complete and due to be painted in S&DJR livery. The Group is now involved on restoration of the PMV.
Isabel 0-6-0ST
This locomotive left Washford during the year and is currently on hire to The Swindon & Cricklade Railway.
8 Plans for the Future
The increasing age profile and numbers of Members and active volunteers still continues to cause The Management Committee concern although the Trust has still continued to fulfill most of the usual and time-honoured events in conjunction with the West Somerset Railway and will endeavour to continue this during 2007.
In order to improve the recruitment of volunteers a Management Committee Member may be made responsible for volunteer activity across The Trust. Consideration by The Trust of some form of cooperation or association with other Trusts or Societies is also proposed and is being progressed. The initial meetings are being arranged.
As reported within the last two years the Trust is obliged to give consideration to the requirements of the Disability Discrimination Act where it is reasonable to do so. To this end consideration is still being given to improving access to the station platform at Washford and for the provision of disabled persons toilet facilities. Differing views within the Trust on the extent of provision together with the lack of volunteers to progress this has resulted in little progress being made.
Whilst the level of volunteer input continues to cause concern it is satisfying to note that our hopes of increased recruitment of Members at special events to celebrate the 40th anniversary of the closure of Somerset & Dorset Railway were fulfilled. It is hoped that some of these new Members will provide some additional volunteers.
9 Fund Raising and the work of volunteers
a) FUND RAISING
The 200 Club further continued to donate a welcome sum through its fund-raising as did the 2006 Annual Raffle.
The encouragement of provision of donations under the Gift Aid Scheme is still continuing and a revision of the renewal form in this respect has resulted in a significant increase in donations covered by the scheme.
b) PROMOTIONAL SALES
The central sales operation based at Washford and the Sales Stand at exhibitions have continued to perform well with close control over stock purchases and levels.
Postal Sales have continued to increase this year due mainly to the celebration of the 40th anniversary of the closure of the Somerset & Dorset Railway and which was marked by the production of several new Dvds and books.
10. Policy Statements
(a) RESERVES:
The reserves of the Trust are the resources from income it has or can make available to spend at the Trustees' discretion in furtherance of the Trust's Objects once it has met its commitments and covered its planned expenditure. The Trustees direct that sums are to be held as reserves when it is their considered view that it is in the charity's best interest to do so. A review is made at least annually, normally at the time of the Budget meeting and at other times as the Trustees consider prudent. The Trustees consider that the long-term and specialised nature of conservation and restoration work of the Museum rolling stock (especially the S&D carriages, Wells Brake-van, and locomotives) justifies the level of reserves currently maintained in order to facilitate progress when suitable skills are available. The Trustees recognise that reserves will require to be maintained at the current level and enhanced by further fund-raising if future further plans to improve the housing and display of archives, rolling stock and museum items are to be realised.
(b) INVESTMENTS:
Investments are made in accordance with CC14. Some of the Trustees have investment experience and the Trustees do not consider it necessary to appoint an investment adviser. During 2006, all existing investments remained on deposit with diversified institutions to which Section 67 of the Banking Act applied.
(c) GRANT-MAKING AND PRIZES:
Grants are only made in exceptional circumstances in furtherance of the Charity's Objects, and will not be in total in excess of 5% of annual resources expended. They will only be awarded after due consideration by the Management Trustees. No grants were made in 2006. The monetary educational prize in memory of the late Michael J Palmer was not awarded in 2006 but may be revived in 2007.
11. Risk Analysis
The Trustees are always mindful of the major risks to which the charity is exposed. At most meetings of the Management Trustees, time is given to review of the risks associated with the operations at Washford. Close liaison is maintained with the West Somerset Railway plc, the Heritage Railway Association and the Trust's Insurance Companies and Brokers. Officers of the Trust maintain procedures to control financial risks, and report to the Management Trustees.
The Trustees are aware of the still continuing increases in insurance premiums. These increases are outside the control of the Trustees. Only by the continued limited action such as seeking alternative insurance companies, reductions due to the reduced number of volunteers at Washford and discount for customer loyalty has it proved possible to reduce the financial burden on the resources of the Trust.
If premiums continue to rise out of proportion to the Trust's income, the railway operations at Washford which consume a significant amount of the premium will as in previous years have to be reviewed.
As reported last year the Management Trustees still intend to take advantage of the status of Charitable Incorporated Organisation (CIO), a new form of incorporation established in law by the passage of Charities Act in November 2006. CIOs offer advantages over previous forms of incorporation due to simplified administration. However, it appears the detailed arrangements for the creation of such bodies awaits further legislation, and upon which the Government intends to start consultation during the first half of 2007. The Management Trustees will seek Members' views in connection with the proposed change when the provisions of further legislation have been considered.
All the Trustees are still concerned that the level of volunteer activity has continued to decline. More active Members are still required give practical support and to that end the Management Committee are pursuing methods outlined in Section 8 of this Report.
This Report and the Annual Accounts (available from the Secretary) were approved by the Management Trustees at a duly convened meeting held on Sunday 11 March 2007
Signed:
....................................
Andrew W Naish (Chairman )