TYNEDALESMAN
MAGAZINE OF THE SOUTH TYNEDALE RAILWAY PRESERVATION SOCIETY
NUMBER 154�������������SUMMER 2008MINUTES OF THE S.T.R.P.S. 2007 ANNUAL GENERAL MEETING
The 2007 Annual General Meeting Minutes appear below:-
Annual General Meeting: 1st November 2008
Agenda Item 2:
Minutes of the 24th Annual General Meeting,
held on 3th November 2007Minutes of the twenty-fourth Annual General Meeting of the South Tynedale Railway Preservation Society (limited by guarantee; company registration no. 1850832; registered charity no.514939), held on Saturday 3rd November 2007 in the Masonic Hall, Alston, Cumbria. Thirty-four members were present.
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Opening Remarks
The Chairman, Mr R.N. Graham, opened the meeting at 14:00 hours. He welcomed those attending and was pleased to see the increased attendance over that of the previous Annual General Meeting. He also commented favourably on the opportunity that the train ride and walk before the meeting had given to view the route of the extension northwards from Kirkhaugh.
Apologies
Apologies for absence were received from the South Tynedale Railway Preservation Society’s Patron, Lord Inglewood, and thirteen other members.
Minutes of the previous meeting
The minutes of the twenty-third Annual General Meeting of the incorporated Society, held on 4th November 2006, copies of which had been circulated to members in advance of the meeting, were adopted as a correct record.
Reports of the Chairman, Officers and Heads of Departments
The written reports submitted by the following, copies of which had been circulated to members in advance of the meeting, were received:-
- Chairman � Mr R.N. Graham;
- Company Secretary � Mr S.G. Dyke;
- Membership Secretary � Mrs K.A. Aveyard;
- Infrastructure Department � Mr R.N. Graham;
- Operating Department � Dr T.M. Bell;
- Engineering Department � Mr E.A. Blackburn;
- Commercial Department � Mr I. Ward;
- Health & Safety Officer � Dr. L.I. von Metz.
It was noted that there would be an opportunity for wider discussion of Health and Safety matters at the informal meeting after the Annual General Meeting.
There were no comments or questions relating to the content of the reports.
Treasurer’s report
The Treasurer, Mr M.J. Le Marie, presented the statutory reports and accounts for the year ending 31st March 2007 in respect of the South Tynedale Railway Preservation Society and its subsidiary trading company, copies of which were circulated at the meeting. His summary report had been circulated to members in advance, with copies of the full statutory reports and accounts available to members on request.
The Treasurer outlined the contents of the reports and accounts and drew attention to certain significant features of them. The text section of the South Tynedale Railway Preservation Society report now included sections relating to governance, activities and achievements during the year under review.
Income had held up reasonably well, although the statement of financial activities reflected the fact that the reserves, that were built up previously in the Thomas Edmondson fund had now been spent to complete the restoration project.
The railway continued to be heavily dependent on the Santa Specials, which produce 20 to 25% of the annual fares income, and, to maintain income from passengers, there was a need to show that the railway continued to offer good value for money.
Reference was made to the procedure for drawing up the annual budget; the South Tynedale Railway Preservation Society’s reserves allowing a slight deficit to be budgeted if considered necessary in any particular year.
The Treasurer then outlined the arrangements made for a new bank loan of �100,000 to provide part of the funding for the extension. The approximate cost of materials was covered by the available funds, but not the expenditure required on structures. Grant income was therefore required if construction of the extension was to be achieved within a reasonable timescale. In response to a question, the Treasurer said that the annual repayments of the new loan would be roughly comparable with the previous one.
With regard to the trading company accounts, the Treasurer mentioned the distorting effects of the varying date of Easter and the previous arrangements for employment of seasonal shop/booking office staff, which had contributed to a “paper” loss of �695 in the year under review. Council had now agreed that the shop/booking office staff would be employees of the South Tynedale Railway Preservation Society, as with all other paid staff, giving the advantage that only one PAYE account would have to be operated.
The Treasurer also outlined the basis of allocation of profits from the buffet service and expressed thanks to the volunteers who operate that service. The reports and accounts had been examined by Council and approved formally at their special meeting on 1st November 2007.
The meeting then agreed to accept the statutory reports and accounts for the year ending 31st March 2007.
The Treasurer then gave a short report on the first part of the current year, in which passenger numbers and ticket income had shown an increase over the corresponding period of the previous year. Fares had not been increased for 2007, but a small increase in adult fares was to be made in 2008.
The financial situation was well within the budget, which had allowed for a deficit up to �15,000, but slippage of some work meant that it was unlikely that all projects would progress to the extent envisaged when the budget was agreed. The Treasurer concluded his report by drawing attention to the substantial grant income obtained, tanks to the work of Dr. T.M. Bell, for upgrading the lineside footpath, and the separately funded project covering the first stretch of the path from Alston station.
Election of the Council of Management
Elections were not held for the posts of Chairman and Deputy Chairman, as Mr R.N. Graham and Mr N.H. Cook respectively had two further years of their three-year terms of office to serve.
In accordance with Article 39(b), Mr S.G. Dyke and Mr D. Wheeler were retiring as ordinary members of Council and were eligible for re-election. No other nominations had been made. As the number of candidates did not exceed the number of vacancies and there was no request for a ballot and no resolution to the contrary, Mr Dyke and Mr Wheeler were declared re-elected.
The Chairman referred to the recent resignation from Council of Mr J.M. Beckwith, for health reasons, and expressed thanks for his work as a Council member.
The Secretary commented that there were now only five ordinary members of Council and invited other members to consider offering to serve on Council.
Appointment of reporting accountants
For a number of years, Dodd & Company had been appointed as reporting accountants, who prepare the statutory reports for the South Tynedale Railway Preservation Society and its subsidiary trading company. The Treasurer stated, however, that they had been late in completing their work, this year and previously, despite relevant documentation being submitted to them in good time. He proposed that their re-appointment should be made subject to their agreement of terms and timing specified in advance, or that appointment of new accountants be considered.
In the ensuing discussion, reference was made to the need for the accountants appointed to be familiar with, and able to advise on, charity accounts. The meeting agreed to a proposal not to re-appoint Dodd & Company at present, but to recommend Council to investigate alternative accountancy arrangements.
Adoption of subscription rates
The Membership Secretary outlined the background to the recommendation of Council, as stated in her report, that, for 2008, membership subscription rates should remain unchanged. It was resolved to adopt the recommendation of Council.
Closing remarks
The Chairman thanked members for attending and closed the formal meting at 15:06 hours.
(Note: The Annual General Meeting was followed by an informal meeting to provide an opportunity for discussion of items raised by members or requested by Council.)
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For more information about the South Tynedale Railway, please contact:-
THE SOUTH TYNEDALE RAILWAY PRESERVATION SOCIETY,
Registered Office Address:-
The Railway Station, Alston, Cumbria, CA9 3JB.
Telephone 01434 381696.
Talking timetable - Telephone 01434 382828.
Registered Charity No. 514939.
Limited by Guarantee: Company Registration No. 1850832 (England).E-mail enquiries - please click on links below:
South Tynedale Railway information - Send e-mail to South Tynedale Railway
STRPS membership information only - Send e-mail to Kathy Aveyard
Tynedalesman information only - Send e-mail to Tynedalesman compilersMission Statement for the South Tynedale Railway:-
�To provide satisfaction for our customers and volunteers
by operating a friendly, safe and efficient narrow-gauge railway.�
� South Tynedale Railway Preservation Society, October 2008.