1. Legal and Administrative information

P D Falla M J Beale

D Milton J Edwards [appt 1.4.00]

Trust Committee (Management Trustees)

Officers

Dr P E Cattermole (Chairman)
M Gates (Museum Curator) [appt 1.4.00]
P Chopping (Treasurer) [resigned 14.3.00] M Lewis(Treasurer) [appt. 1.4.00] I M Young (Secretary) [appt 1.4.00]

G R Baker C Porter [› 19.10.00]
G Hooper [appt. 1.4.00] B R J Smith
Mrs R Jacob J M Smith
J Lock [appt.1.4.00] G Vaughan [appt. 1.4.00] R W Pitman
Principal Location The Railway Station Washford Watchet Somerset TA23 0PP
Bankers Natwest, Midsomer Norton. HSBC, Loughton
Hon Legal Adviser R Keast LlB, Stephens & Scown, Exeter
Hon Curatorial Adviser D Dawson, Somerset County Museum Service
Insurance Brokers Griffin Commercial, Exeter

The Somerset & Dorset Railway Trust (the Trust) is a Registered Charity number 265098. It is governed by a Constitution which was last amended by the members of the Trust in General Meeting on 1 April 2000. Trustees are appointed and elected in accordance with the Constitution. The Trust is a Registered Museum, No. 851.

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 which is 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 2000, the Trust Committee met formally on seven occasions: 16 January, 19 March, 16 April, 20 May, 23 July, 9 September and 12 November. One Custodial Trustee attended the meeting of 12 November and the Curatorial Adviser attended the meetings of 19 March & 23 July.

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.

As at 1 August 2000, there were 417 Ordinary, 210 Family, 180 Senior, 1 Junior and 7 Corporate Members, total 833. 62 Members had joined since 1 August 1999 and 89 Members had left. The number of Ordinary & Family members had fallen by 34 in the year, whilst the number of senior members had increased by 6.

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

Liaison meetings and contacts, formal and informal, took place during 2000 with the Somerset & Dorset Railway Heritage Trust (Reg. No.1045547) and the West Somerset Railway Association (Reg. No. 1041901). There are no relationships between the Trust and related parties that fall within the requirements for disclosure under Charity SORP 2000.

A full management committee was elected at the 2000 AGM, the first full committee for many years. However, other commitments of individual Trustees meant that no single meeting held in 2000 was fully attended despite different locations being chosen for the meetings. It has proved difficult to spread the workload of managing the Trust equally amongst the volunteer members who act as Trustees. The Trustees noted with regret the sudden death of Clive Porter in October.

The year 2000 saw the introduction of a new policy for the Trust's regular publications (journals) which inform and educate members and the general public. Implementation of the policy enabled the six-month accumulated backlog of publication of Pines Express at the beginning of the year to be be cleared by the autumn. The new policy has brought changes in emphasis which seems to have been appreciated by members. However, no Editor has been found to take over the task of assembling and commissioning articles and producing the journals. This has resulted in an exceptional imbalance in the workload of one of the Trust Officers which must be corrected in 2001 by other members volunteering to take on the essential tasks of editing either or both journals.

Pines Express Bulletin

The new-style Bulletin was published four times in 2000. This publication fulfills the Trust's objects by giving scholarly insight into the workings of the S&DJR and the wider aspects of railway operations. Each issue develops a theme and, in 2000, these have been Signalling; People; Bridges, Tunnels & Viaducts; Stations Bath to Evercreech Junction. By moving to the thematic approach, it has been possible to generate articles through direct commissioning from members and others, to incorporate material from the Trust's printed and photographic archives and to plan each issue more exactly. The electronic newsgroup and the exchange of articles by email have helped considerably in the production of each issue. Most issues have associated support material which is available for purchase or incorporated into a support page on the Trust's website. The four issues published in 2000 have been converted to PDF format and will be made available in this electronic form as part of the back number service in 2001. Sales of the printed form of the Bulletin to members of the public are increasing, with one outlet purchasing forty copies of the Winter 2000 edition on Stations. Preparation for issues in 2001 and 2002 are well under way. An up-to-date index to the Bulletin from issue No. 1 was made available in 2000 in both printed and electronic form.

Swift & Delightful Newsletter

Two editions of this new publication for members were issued in 2000. The Newsletter provides members with up-to-date information about Trust activities, current awareness of matters relating to the S&D railway, book reviews and other items of interest. Members are able to exchange information or raise queries generating discussion. A good proportion of the Newsletter is in colour.

Other

The Trust published its annual calendar containing historical views. A highly detailed monograph S&DJR, Locomotive & Rolling Stock Registers 1886 - 1930 , compiled by Russ Garner, was published in June. The Trust collaborated with one of its members during 2000 in a significant forthcoming publication on Maritime activities of the S&DR.

The Photographic Curator has continued to make good progress with the re-cataloguing and extending of the photographic collection. Selected scanned images are now available. Work has continued throughout 2000 on transferring information from the Highbridge Registers to an electronic database.

The Trust has developed its website http://www.sdrt.org to provide information about its services and the benefits of membership as well as keeping the public informed about its activities. The website is being maintained by a Trust Officer, but it is hoped that another member will volunteer to take on this task in 2001. Approximately twenty new members have been recruited directly from the website during 2000. Active links are maintained to other websites of S&D interest. The electronic discussion group (open to members only) SDJR@egroups.com has 18 members. There have been 107 postings during the year. The level of activity has been lower than expected, but will only rise if all participating members contribute or respond regularly.

The twenty-second Annual Model Railway Display, held at Edington, was very well attended by exhibitors, Trust members and the public. Such occasions provide a significant visual educational experience in the skills of designing and operation of railways.

A special train organised by the Trust under the 2-8-0 Hire Agreement ran on the West Somerset Railway on 3 June. Nearly 100 men and women who worked on the S&D Railway attended the Trust's sponsored Reunion held at Washford Station on 4 June. Visual and audio records were made of the day. Much exchange of information took place. Goodwill was generated together with a small financial profit to the Trust.

The Trust was represented at a Radio Solent event in Poole, where much interest was shown in the work of the Trust. An exhibition was mounted at the Shapwick Flower Festival in September, illustrating some aspects of the railway around Shapwick Station.

The Trust has been a major contributor to a HTV six-part series on Lost Railways . The series concentrates on the industrial links of the SCR and S&DJR with the the industries of Somerset and was shown on regional television in the Spring of 2001. The Trust was pleased to participate so extensively in the programmes as it felt that they contributed greatly to the public's understanding of how the railway and industry interacted.

Educational meetings have been held on a regular basis by a number of Area Groups of the Trust. These meetings took a variety of forms including illustrated talks on railways, exhibitions of memorabilia and visits.

The number of visitors to the Museum declined again in 2000 to 2,586 (1998 - 3,975; 1999 3,104). This reduction (of 17% ) was not as great as the reduction in visitor numbers to the West Country (25% ). Given the decline in numbers, income held up reasonably well, thanks to the determined efforts of the small band of dedicated volunteers.

Locomotive Mike Palmer / Kilmersdon was exhibited at Days Out with Thomas at Minehead Station on July 1 & 2.

Over 100 archival negatives and prints have been transferred to Photo-CD.

Owing to a lack of volunteers, contract labour has been used to take on some of the cutting back and weedkilling at Washford, as well as repairs to the Wells Hut and the Visitor Centre.

A thorough review of the Safety Code of Practice has taken place, with a revised code being issued at the end of 2000.

Some work has progressed on fitting doors to Coach No. 4, but very few volunteers have been forthcoming to assist. No work has been carried out on the two other coaches, Nos. 98 & 114, which remain under tarpaulins. The Trustees have begun a review of the restoration programme and will report to the membership during 2001.

The sole-survivor of S&D Goods Rolling Stock was rescued from a field near Highbridge in the Spring. It is now in dry storage awaiting assessment for repair. A suitable underframe has been donated (Van 535) by the GWRS Fund and is in store at Washford.

S & D Locomotive, No. 88

This locomotive was due to return to traffic on or before 30 April 2000 under the Repair and Hire Agreements between the Trust and the West Somerset Railway plc. The repairs were not carried out by the due date. The Management Committee is advised by its Legal Advisers and believes it has taken reasonable and prudent steps which require the WSR plc to fulfil its contractural obligations and safeguard the interests and resources of the Trust.

The Trust will concentrate its efforts on resolving the long-delayed overhaul of locomotive 88. Possible enlargement of the Museum and the erection of further covered storage are being considered and sources of funding are being investigated. In 2001, it is hoped to use the proceeds of the Annual Draw to fund further copying of photographs to Photo-CD and to undertake the ten-year overhaul of Kilmersdon. The Trust has agreed to provide facilities for the completion of the restoration of GWR Locomotive 5542 at its premises at Washford, which is expected to increase the level of interest and activity at Washford.

Fund Raising

In addition to the events on the West Somerset Railway, the 200 Club increased membership to 36 and generated £1790 in income during 2000. Prize money awarded was £895.

Sales at Washford and by post are the provider of much needed funds to the Trust and are vital for the continued prosperity of the organisation. It is hoped that greater turnover can be achieved in 2001 through attendance at more events, but more volunteers are needed if this initiative is to succeed.

The second-hand outlet Collectors' Corner continues to generate useful income from the sale of donated items. Good quality books for resale are particularly welcome.

During 2000, it became increasingly difficult to attract volunteers to staff the Museum and Shop. Some past volunteers were lost owing to illness, age, and infirmity. Not enough replacements offered their services. The Trustees have decided, with the utmost reluctance, to reduce the opening days at Washford during 2001. However, it would be possible and simple to restore the customary opening (every day the WSR train service runs between March and October inclusive). All that is required is for 15 volunteer members to staff two days per month at Washford. Saturdays and Sundays have become particularly problematic, but are perhaps the most important for the Museum to be open.

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 Brakevan, and locomotives) justifies the level of reserves currently maintained in order to facilitate progress when suitable skills become available. The Trustees recognise that reserves will need to be maintained at the current level and enhanced by further fund-raising if future plans to improve the housing and display of rolling stock and museum items are to be realised.

Investments are made in accordance with CC14. Several of the Trustees have wide investment experience and the Trustees do not consider it necessary to appoint an investment adviser. During 2000, all investments have been placed on deposit with diversified institutions to which Section 67 of the Banking Act applied.

Grants are only made in exceptional circumstances in furtherance of the Charity's Objects, will not be in total in excess of 5% of annual resources expended and will only be awarded after due consideration by the Management Trustees. No grants were made in 2000.

The Trustees have conducted an analysis of the major risks to which the charity is exposed. At each meeting of the Management Trustees, time is given to a 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 concerned to note that the level of volunteer activity has declined significantly and that all essential activities of the Trust have become key-person dependent. The poor response of members to all appeals for practical help poses the greatest single risk for the furtherance of the Trust's Objects.

Approved by the Management Trustees at a duly convened meeting held on 18 March 2001

Signed P E Cattermole Chairman