The Swanage Railway Trust

General Statement:

The fundamental aims of The Swanage Railway Trust (SRT) are:

a)  to restore the rail link between Swanage and Wareham so as to bring the Isle of Purbeck into rail contact with the rest of the country.

b)  to preserve and restore for the public benefit items of historical, architectural, engineering or scientific value in connection with railways.

c)  to advance the education of the public in the history and development of railway transportation. 

d)  to study, compile records on and acquire, restore, preserve and maintain railway lines, locomotives, rolling stock and other items of railway interest, and to provide training and instruction in such activities and in particular but without prejudice to the generality of the foregoing those associated with the Isle of Purbeck, the former London and South Western Railway, other Railways which were in existence in Southern England during and before the year of nineteen hundred and twenty-three, the Southern Railway, and the Southern Region of British Railways, and to enter into such agreements and to take all such steps as may be necessary for these purposes, and to organise, sponsor and support displays and such other shows and events for the provision and stimulation of information, education and interest in such vehicles and other items of railway interest.

Full details of all SRT objectives are to be found in the Memorandum and Articles of Association dated 18th February 2001.

Detailed policies:

1.  Charity legislation prohibits the SRT from trading outside the precise terms of its Declaration of Trust.  Since 1988 all the issued voting shares in the Swanage Railway Company Ltd. (SRCL) have been held by the Trust.  Therefore the SRCL is a subsidiary of the SRT with the SRCL carrying out all trading and commercial activities on behalf of the Trust. SRCL directors are nominated and elected by the SRT Council of Management.

Currently no formal agreement exists between the SRT and SRCL with regard to the disposal of profits from SRCL activities.  It is recognised that the SRCL is a separate legal entity from the SRT with its directors subject to the terms of the Companies Act and therefore the SRT Council of Management do not wish to issue strict directives on how profits should be distributed.  Notwithstanding this, it should be remembered that the SRT is responsible for the development of the Railway and to this end has provided volunteer members of staff and made significant capital expenditure. The Council of Management therefore requires that, when viable, the SRCL should covenant an agreed percentage of its profits to the SRT.

2.  In addition the following general directives will be adhered to by the SRCL:

a)  Regular trading/financial results shall be issued to the SRT Council of Management.

b)  Priority should be given to the hire of ex LSWR, Southern Railway and BR Southern Region locomotives.

c)  Steam shall be the primary traction on the Swanage Railway.

d)  Alterations to normal fares and time-tables must always be notified in writing to the public on station platforms.

e)  Co-options to the SRCL Board of Directors shall receive prior approval by the Council of Management.

f)  The majority of directors will be serving Council of Management members.

g)  The position of SRCL Chairman shall be held by the Chairman of the SRT Council of Management.

3.  Shareholders of locomotives shall have access to the footplate whenever practicable, subject to the rules of the Swanage Railway Company Ltd. and provided that Railway Inspectorate/Health and Safety legislation is not compromised.

4.  If the SRCL launches a share issue (e.g. as a public limited company) the SRT (or its successor) shall maintain a controlling interest in the Company.

5.  The auditors of the SRT and its subsidiary company (i.e. the SRCL) accounts shall be the same.

6.  A paid employee of the SRT or SRCL shall not be eligible for election, appointment or co-option to the SRT Council or SRCL Board.

7.  In addition to the procedures and powers of the Council of Management detailed in sections 37 to 48 of the Articles of Association of the Trust, the following shall apply:

a)  The Council of Management shall elect a Chairman, Deputy Chairman, Secretary and Treasurer annually at the first Council meeting after the AGM

b)  A Council of Management member may at any time resign his office by giving written notice to the Secretary of the Council.

c)  Voting shall normally be by a show of hands.  However, the Chairman shall, if a majority of Council members present decide such on a show of hands, direct that a secret ballot occur. All Council of Management members shall be bound by majority decisions.

d)  A Council of Management meeting shall be held at least every six weeks with additional meetings being called as required.

e)  The Council of Management shall appoint sub-committees as it deems appropriate and shall set their terms of reference.

f)  Any SRT member may submit a resolution or agenda item for inclusion at a meeting of the Council Management providing notice is given in writing to the Secretary of the Council not later than ten days before the meeting of the Council at which the item is intended to be considered.

g)  A Council of Management member who has a pecuniary interest in any matter shall forthwith disclose that interest but may remain, speak and vote at the discretion of the meeting.

8.  A financial liaison officer shall be appointed by the Council of Management and will be the sole person responsible for all SRT and subsidiary company financial liaison with local government representatives.  Deleted 02/11/02

9.  Until further notice the SRT’s joint prime objective will be to refurbish its heritage rolling stock and to fund the completion of the extension to the Network Rail boundary at Catseye.

10.  The SRT will actively pursue with local government representatives and British Rail (or its successor) the earliest viable operation of trains between Swanage and Wareham.  (n.b. see policy no. 29 which supersedes this.  MRW 27/11/99). Deleted 27/10/01

11.  During re-construction of the railway line all necessary works will be carried out in such a way as to cause the minimum damage to local wildlife, flora and fauna.  Consistent with the operational requirements of the Railway, wildlife will be encouraged.

12.  As far as is practicable, all civil engineering structures shall reflect Southern practice of the 1950s as applied to the LSWR origin of the Southern Railway.

13.  All passenger service coaches, except Pullman Cars, shall be painted Southern Region style green.

14.  Members of the SRT shall be permitted access to all the Railway’s installations and be able to volunteer for work on the Railway provided that they comply with SRT and SRCL rules and that Railway Inspectorate and Health and Safety legislation is in no way compromised.  Additionally, preference will be given to volunteers in the rostering of all operational duties.

15.  An exhibition coach or suitable alternative shall be permanently placed at a suitable location on the Railway for the public to visit and the opportunity taken to collect donations from the public.

16.  As soon as possible a permanent museum shall be provided and maintained at Swanage and Corfe Castle stations.

17.  Swanage and Corfe Castle stations shall be maintained in the same architectural design and décor as existed in the 1950s.

18.  Alterations to Members’ privileges must be agreed by the Council of Management in advance and advertised.  There shall be no retrospective alteration of rights for Members.

19.  The Rutland Room at Swanage station shall be made available to all Members on request to any Council Member for meetings, reading, etc. provided that dirty boots and overalls are not worn.  Deleted 27/10/01

20.  No Member who has joined within three months of an Annual or Extraordinary General Meeting shall be entitled to vote at that AGM or EGM.

21.  All staff on the Railway (paid or volunteer) shall be members of The Swanage Railway Trust.

22.  Unless unavoidable, membership department records shall be located in Swanage.

23.  A Trustee of The Southern Steam Trust, as defined in the Declaration of Trust, shall not serve on the SRT Council of Management or SRCL Board of Directors.  Deleted 02/11/02

24.  All locomotives, coaches and wagons that are located on the Swanage Railway shall be subject to a running agreement with the SRCL.

25.  All SRT projects will be funded with equity and/or interest free borrowings.

26.  No Member shall be co-opted as an officer of the Council of Management or appointed as a SRCL director unless they have a proven record of at least six months voluntary service to the Railway.

27.  These policies are subject to addition, change, deletion or suspension by:

a)  a majority decision by the Council of Management at any of its meetings or

b)  a majority decision by the membership at any AGM or EGM.

28.  No membership record or records shall be disclosed or released to any person (SRT Member or otherwise) without the express written permission of the Council of Management.

29.  The SRT will work closely and actively with other interested organisations in re-establishing regular passenger train services between Swanage and Wareham, mindful of the need to protect the SRCL’s core business.

30.  Additional rolling stock may only be delivered to the Railway providing an appropriate ‘Authorisation for delivery rolling stock’ form is completed identifying the rolling stock’s owner and its sponsor (e.g. a departmental head); the vehicle’s condition and intended use; the SRCL Operations Manager’s signed approval; the Rolling Stock Committee’s favourable recommendation (with or without recommended conditions) and signed off by a member of the Council of Management.

31.  Any committee or group operating in the name of the Swanage Railway Trust must be approved by the Council of Management and shall comply with terms of reference approved by the Council of Management.  Compliance with financial procedures set by the Treasurer must also take place.

32.  All printed matter intended for issue to the Trust membership or the general public shall be printed approved by the Council of Management or, at least one of its officers, prior to being printed.

33.  All talks and presentations to external organisations and the public shall be arranged by or through the Publicity Unit.

34.  Whenever books, magazines, paraphernalia, etc are donated to the Trust they shall always be passed to the Museum Group at Corfe Castle station. The Group will be responsible for fully reviewing all donations in order that any items which may be regarded as being of particular historical or instructional interest may be added to the Museum or Library collection. Any items which do not fit this criteria may then be forwarded the Publicity Unit or shop for selling to Members and the general public.

Preservation and Development of Corfe Castle Station.

Policies relating to the preservation and development of Corfe Castle Station.

Statement of objective:

To re-create as a far as possible the atmosphere of Corfe Castle railway station as a Victorian branch line station as it existed in the 1950’s.

Policies as approved by the SRT Council of Management on 28th September 1996:

1.  All station buildings shall be restored to the same architectural design and decor as existed in the 1950s.

2.   The Goods Shed shall be converted for use as a public museum.

3.  The GUV vehicle shall be stabled on the siding adjacent to the goods shed in order to form an annex to the museum and house items deemed too delicate for exhibition within the Goods Shed.

4.   The cattle dock shall be fully reinstated and form part of the museum.

5.  Following completion of restoration of the museum/cattle dock, car parking will be strictly controlled.

6.   Only operational rolling stock shall be stabled in the sidings and platforms.

7.  The concrete platform lamp posts and station name-board holders shall be retained.

8.  Subject to the relocation of the coal merchant, former sidings within the area of land currently leased by the Swanage Railway Company shall be reinstated.

9.  Negotiations shall be held with the local Councils to discuss the preservation of the wooden coal merchant buildings (formerly a corn store).

10.  The original signal box on the down platform shall in due course be reinstated initially for educational/instructional use only.  This project shall be self funding.

11.  The final design and location of a footbridge or subway linking the two platforms shall be approved by the Council of Management.

12.  No works shall be carried out on the site which might compromise the ‘Listed Building’ status of the station buildings, or the ‘Conservation Area’ of the whole of the station and yard. To this end, all works proposed for the site must first be formally approved by the Council of Management or its nominee, before work is commenced.

Version 1

Job description – Swanage Railway Trust Returning Officer

1.  The Returning Officer shall be appointed by, and be responsible to, the Swanage Railway Trust Council of Management. Normally, the Returning Officer will report to the Secretary of the SRT Council of Management.  In those years when the Secretary is seeking re-election, the Returning Officer will report to a member of the Council of Management who shall not be seeking election that year and who shall be thus appointed by the Council.

2.  The Returning Officer shall be solely responsible for the receipt and validation of all nomination forms in accordance with the rules laid down by the Council of Management.

3.  The Returning Officer shall be responsible for ensuring that nomination forms and ballot papers are printed and distributed to all eligible members of The Swanage Railway Trust.

4.  The Returning Officer shall be the sole key-holder of the ballot box(es) used for elections to the Council of Management.

5.  Completed ballot papers will be counted by the Returning Officer and checked by another independent individual appointed by the Council of Management.

6.  The position of Returning Officer shall be reviewed annually by the Council of Management.

Version 1

4th July 1999

SRT Curator and Archivist

Terms of Reference as approved by SRT Council of Management on 26th October 1996

1.  The position of SRT Curator/Archivist will be a volunteer one. He or she will be appointed by the SRT Council of Management and will report directly to the Council. 

2.  All exhibits displayed in the Museum and items held in the Trust’s Library will be relevant to Clause A of the SRT’s Memorandum of Association 18th February 2001.

3.  The Library shall be known as the ‘Montague-Jones Library’.

4.  The Museum shall be known as the ‘Purbeck Railway Museum’.

5.  The Curator/Archivist will be responsible for maintaining an inventory of all items in the care of the Museum or Library.

6.  The Curator/Archivist will be responsible for cataloguing all items held by the Museum or Library.  The catalogue will include a description of the item, its ownership, origin, function and background.  This should be cross referenced to the inventory.

7.  The Curator/Archivist will be responsible for ensuring that any loans or donations to or from the Museum or Library are subject to a written agreement.  This will include the owner or donor’s signature, length and terms of loan (if relevant) and any other conditions under which the item(s) may be loaned and/or exhibited, including details of any anticipated restoration, repair and maintenance.  In the case of a donor, information must include an acknowledgement of the right of the SRT to dispose of the item in a way the Trust’s Council of Management sees fit.

8.  The Museum will be open to the general public at times agreed by the SRT Council of Management.

9.  The Library will be kept locked when unoccupied.

10.  The Library shall be made available to all Members of the SRT.  Members should whenever possible give prior notice to the Curator of their wish to use the facility.  Members using the Library must sign their names in the provided register.

11.  It will be the Curator/Archivist’s responsibility to exhibit items as he/she sees fit.  In the event of any dispute the Council of Management shall arbitrate and their decision shall be binding and final.

Version 1

26th October 1996

Swanage Railway Environmental Policy.

The Swanage Railway Company seeks to minimise any adverse impact on the environment of Purbeck and to be on good terms with its neighbours. The Company is mindful that steam locomotives, which are a fundamental feature of the Company’s operation, have a noticeable impact on the environment to an extent that is occasionally unavoidable. The Company therefore strives to ensure that any such impacts are kept to an absolute minimum by adherence to the aims laid down in this statement.  Although subject to extensive statutory environmental regulation, the Company is voluntarily seeking to develop an environmental management system to confirm its intent across all related matters of concern, to the community, staff, supporters and passengers alike.

The Swanage Railway Company shall:-

1.  Endeavour to minimise smoke emissions through the use of improved solid and liquid fossil fuels, consistent with efficient and safe locomotive use, whilst taking advantage of improvements in combustion technology that will result in a net reduction in overall environmental impact. Such improvements shall be within the resources available to and not prejudicial to the operational viability and general interests of the Railway.

2.  Minimise smoke and spark emissions through the application of its Rules and Regulations, consistent with the effective management, monitoring and training of locomotive crews, alongside the fitting and proper use of spark arresting equipment where appropriate.

3.  Endeavour to minimise smoke emissions by the avoidance of locomotive lighting up, east of a point beneath Northbrook Road Bridge, Swanage.

4.  Ensure that the use of steam locomotive whistles and horns are kept to an absolute minimum, in recognisance of Health & Safety legislation and the requirements of the Railway Inspectorate.

5.  Take reasonable steps to prevent the escape of heat, noise and dust, to an extent that is practicable and with due regard to local planning and environmental legislation, in relation to those designated buildings or articles of architectural heritage that are the responsibility of the Railway.

6.  Endeavour to adopt and maintain a policy of “reduce, reuse & recycle throughout its operation. It will dispose of any waste materials or assets in a publicly responsible manner with due regard to the “Duty of Care” for disposal of wastes in those areas of activity not covered by means of an exemption or membership of a registered charity.

7.  Will develop and protect suitable line side habitats and environments, including the native flora & fauna found therein, complimentary to line side management required for the safe and effective operation of the railway and the prevention of fires.

8.  Enhance the visual impact of the railway through high standards of maintenance and repair of the infrastructure, through sympathetic design of structures built to protect or store items of rolling stock and motive power.

9.  Take whatever action may be reasonably required to minimise its environmental impact, consistent with resources available to it and without prejudice to its right to operate and conduct its business in accord with its published mission statement.

10.  Seek to maintain a constructive relationship and dialogue with all Local Authorities, Agencies, groups, or individuals with a common interest in the environment, in order that the Railway may honour its desire to develop and maintain an effective environmental policy.

This policy issued from the Board of the Swanage Railway is one of continuous improvement and will be subject to periodic review as and when found necessary by the Board and its duly elected members.

Swanage Railway Company Ltd.

January 1999.

Agreement with Swanage Railway Company

This agreement is made between The Southern Steam Trust and/or the Swanage Railway Trust Limited (either/or ‘the Trust') and the Swanage Railway Company Ltd (the Company) to document financial arrangements relating to trading and use of assets and facilities. The protocol shall be subject to amendment from time to time as circumstances require.

Background

1.  The Company and the Trust are separate legal entities and are maintained as such to meet the requirements of Charity legislation that limits the ability of the Trust to trade. Except where charity legislation specifically permits, all trading activity shall be undertaken by the Company.

2.  Any profit made by the Company is either reinvested in the Company, retained as reserves or paid through covenant to the Trust. For the avoidance of any doubt, the Company does not propose to distribute a dividend.

3.  The Company shall use the assets of the Trust in return for an annual consideration equivalent to the previous financial year's depreciation charge incurred by the Trust on their assets. The Trust shall be charged by the Company for all costs incurred with significant repairs and renewals of these assets. The apportionment of costs shall be agreed between the Trust and the Company in advance of being incurred.

4.  The Trust shall own all rolling stock and railway infrastructure used on the Swanage Railway except where this is directly leased to the Company pursuant to trade. The Company's fixed assets shall be limited to stock, office equipment, tools, spares, consumables and similar equipment of non-historical nature required in pursuit of trade.

5.  The Company shall have the right to make use of the Trust's Herston Works facility and other leased or owned property and to permit use by third parties as required by its business needs provided that such use does not convey any right of occupation or otherwise contradict any provision of the Trust s leases which shall prevail in the event of any such contradiction.

6.  In consideration for its use of Herston Works and the payment by the Trust of an utility costs, rent and rates, the Company shall pay the Trust the sum of £2,000 (two thousand pounds) per month plus VAT (if applicable) or such other sum as the parties shall agree in writing and shall undertake day to day management of the facility on behalf of the Trust. Payments for use of other leased or owned property shall be agreed as and when required.

7.  The Company and the Trust shall invoice for goods and services as incurred on an 'arms length basis'. Payment shall be made within 30 days following the issue of a proper invoice.

8.  The Company and the Trust shall minimise external borrowing costs by lending to the other from time to time as required and as balances shall permit.  Interest shall be charged at a commercial rate between base and the external rate as agreed between the Finance Director of the Company and the Treasurer of the Trust.  Borrowings shall be repaid on demand. But the rate of interest will never be less than 1% above the Barclays Bank plc Base rate from time to time prevailing.

9.  The Trust may use the services of the Accounts Department staff of the Railway Company Ltd to assist in the maintenance of proper books of account. The Trust may be asked to contribute to the direct costs of such assistance. The Trust will adopt such financial procedures as may be recommended by the Board of Directors of the Company and accepted by the Council of Management of the Trust, this is in order to assist in compliance with companies law.

For the Company:

Signed:

Name:     Keith Gooding
Position:  Finance Director
Date:      25/08/2001

For the Trust

Signed: 

Name:     Mark Woolley
Position:  Secretary, Council of Management
Date:      25/08/2001

Trading Agreement Version 3.1 (15/8/01) Note:  original signed copy held in Accounts Office, Swanage station.

Purbeck Mineral & Mining Museum Group (PMMMG)

Terms of Reference – April 2003

Objectives:

The PMMMG is a sub group of the Swanage Railway Trust. The group’s remit is to create a museum associated with ball clay mining in Dorset and other significant resources extracted in Purbeck, which were intimately connected with the growth and history of the Swanage Railway. These Terms of Reference were accepted and adopted by the Swanage Railway Council of Management on the 11th January 2003

The main aims of the group are as follows:

To enhance the visitor experience when visiting the Swanage Railway

*   The creation of a permanent clay-mining museum and visitor centre.

*   The relocation of an existing mine building to the Norden Park & Ride site

*   The building of a narrow gauge demonstration track

*   To repatriate Secundus and other key items back to Dorset

These aims will be achieved through the following activities

Activities:

*   Production of a scoping document to detail: aims and objectives, site survey, project feasibility, potential exhibits and artefacts, planning requirements, funding opportunities, group organisation and accountability.

*   Liaison and consultation with statutory and local bodies, to obtain an agreement in principle at an early stage and to consult on an ongoing basis.

*   Secure and relocate Imerys Norden No 7 Mine building to land behind Norden Station – this building will double up as a museum below.

*   The creation of a heritage/nature trail around the Norden site.

*   Production of educational information boards for visitors.

*   Construction of a narrow gauge demonstration line from “The old engine Shed” to behind Norden Station, with a future extension across “Skew Arch” bridge.

*   Record and catalogue all known artefacts from the clay railways of Purbeck.

*   Generation of income – Initially through visitor donations, personal pledges (enhanced by gift-aid) – towards the management and upkeep of the Norden facility

*   Capital funding via partnership financing, educational, EU and heritage grant applications.

The group will organise itself and be accountable in the following ways:

Organisation and Accountability:

*   The group will work under the auspices and legal framework of the Swanage Railway Trust, a registered charity

*   The PMMMG will keep the SRT Council of Management informed and briefed on a regular basis.

*   The group committee will be elected from fully paid up members of the Swanage Railway Trust on a two yearly term of office, with half standing for election one year and half the following year. The Group Committee will appoint its own officers.

*   The group committee is accountable, through its chairman, to the Swanage Railway Trust and the Council of Management for the quality of its activities.

*   The group committee will agree an overall program of activities, co-ordinate and liaise with statutory and local bodies and implement actions.

*   If a sub committee is formed it will be chaired by a member of the main committee and will report to the group committee.

*   All income will be banked into a nominated group account, all expenditure will be channelled through the Financial section of Swanage Railway Trust subject to agreement by its Finance Director

*   Only fully paid up SRT members may work on behalf of the PMMMG project at Norden and other SRT locations. All members doing so must sign on and off in the registers provided.

*   The PMMMG will operate an annual voluntary donation scheme, this will entitle all group members to receive regular newsletters and updates.

Meetings:

*   The group committee will meet on a monthly meeting, normally one week before the Council of Management meeting

*   Minutes will be taken at every group committee meeting and forwarded to each committee member by email or post.

*   A quorum exists when more than 50% of the elected committee are present.

Swanage Railway Equal Opportunities Policy

1.  The Swanage Railway Trust (the Trust) and its wholly owned subsidiary, the Swanage Railway Company (the Company), seek to ensure that all existing members, volunteers and paid employees are given equal opportunities in all aspects of their activities.

2.  Both the Trust and Company are committed to the elimination of unlawful or unfair discrimination on the grounds of sex, age, marital status, colour, race, nationality or other ethnic or national origin, disability, sexual orientation or religious background.

3.  The Company seeks to ensure that no applicant for employment is disadvantaged by conditions or requirements which cannot be justified.

4.  In keeping with the commitment to the promotion of equal opportunities the Trust and Company keep under review its policies, procedures, documentation and practices to ensure that all members, volunteers and employees are treated equally.

5.  This policy statement applies to all members, volunteers and employees of the Trust and Company working for the Swanage Railway in whatever capacity and will be made known to all new members and job applicants.

Issue 1 - Adopted by SRT Council of Management on 26th April 2003

Rolling Stock Committee

Terms of reference - As approved by CoM on 30th August 2003

1.  To act in all matters to do with rolling stock, generally excluding locomotives, as directed by the Swanage Railway Trust (SRT) and Council of Management (CoM). 

2.  To act as guardians of the heritage rolling stock based on the Swanage Railway (SR).  ‘Heritage’ being defined as vehicles originating on the London & South Western Railway, Southern Railway or British Railways; vehicles of the latter having a particular relevance to the Swanage Branch or railways of the south of England - all in accordance with the Memorandum & Articles of Association of the Swanage Railway Trust.

3.  To give guidance, assistance and advice to the SRT Council of Management, SRCo Board and the SR General Manager on potential stock acquisitions, loans or disposals.

4.  To prepare plans for the restoration and conservation of the SRT’s rolling stock and the funding thereof in conjunction with the SRCL where such rolling stock forms part of the SR’s operational fleet.

5.  To encourage the restoration and conservation of privately owned rolling stock by the owners or others , where such rolling stock does not form part of the SR’s operational fleet.  To maintain these records advising the parties as appropriate of expiry dates and auditing compliance with particular reference to restoration programmes and maintenance regimes.

6.  To assist as required in the identification of suitable sites for workshop and storage accommodation.

7.  To liaise with the SR General Manager and appropriate SRT and SRCo personnel to carry out the Committee’s work.

8.  To make all recommendations to the SRT CoM for decision and to report periodically to the SRT CoM on the Committee’s work.

Version 3
M.A.S.
11/7/03

Rolling Stock Approvals Policy

1.  The General Manager (GM) shall have the sole authority to permit an item of rolling stock or motive power to be brought on to the SR if required for operational purposes and to enter into an appropriate running agreement. In selecting vehicles for such purposes, the GM shall have due regard for the heritage objectives of the Trust.

2.  The GM shall automatically give permission for any item of rolling stock owned by the Trust to be brought on to the SR. In acquiring vehicles, or accepting donation of them, the Trust shall have due regard for space limitations on the SR and the requirement for vehicles to be kept in good condition.

3.  Third party owned vehicles that are proposed to be brought to the SR but which are not required for operational purposes shall be considered by the Rolling Stock Committee after which a recommendation may be made to the GM for approval. The GM’s approval will depend on availability of space, current condition, proposed maintenance arrangements, potential use (if any) plus any other considerations.

4.  The RSC will be expected to reject vehicles that do not have heritage credentials.

5.  Any conflicts to be resolved between the Chairman and the GM. The Chairman to have the last word.

Steve Doughty
21/4/04

Project Procedures

1.  Definition of a Project. A Project is simply a piece of agreed, organised and structured change to the way that we normally do business (“business as usual”)

2.  Components. A project always consists of three basic parts:

• Incepting – defining the Project and obtaining the sanction to go ahead
• Doing – agreeing the methods (including Safe Working assessment) and then performing the work to make the change happen
• Finishing – completing the change and passing it over to the business as usual – including all documentation or operating instructions.

3.  Inception. Before any work can start, the project must be sanctioned by the Board of Directors (for work affecting the Company = Operational Business) or the Council of Management (for work affecting the Trust sphere of influence – heritage restoration, fund-raising, membership etc)

4.  A submission must be made in writing to the relevant Board and this should normally contain:

• The reason for the proposed change and what benefits the change will make – financially, operationally or organisationally
• How the change will be managed and by whom
• What resources will be required with an assessment of the impact on other projects or the normal business (e.g. impact on staff being moved to this project from their normal role)
• An assessment of the Risks. Of both, actually making the change (Project Risk) and not making the change (Lost Opportunity Risk)
• The estimated costs of the project shown against the proposed benefits and whether the expenditure will be capital or revenue expenditure. If the project is expected to “pay back” the investment, over what period before the benefits become positive. Guidance should always be sought in advance from the Finance Director / Treasurer.
• If the submission is agreed, the relevant Board will sanction the Project. The sanction will be formally minuted and publicised – as soon as possible - to all staff. The sanction will summarise the submission, name the Project Manager and the relevant Director on the Board (or CoM) who is charged with supervising the Project Manager (the Project Director). The Project Director will be accountable for making routine reports to his Board colleagues.

5.  As soon after the sanction as possible, the Project Manager will call an Inception Meeting with the relevant Department Managers (DM’s) to describe how and why the project will be performed. The DM’s are responsible to the Project Manager (or direct to the Project Director in case of dispute with the Project Manager) for assessing the impacts of the change and how – in particular – it will impact their already scheduled work. The Inception Meeting must be minuted and the minutes circulated and agreed by all interested parties. This is the responsibility of the Project Manager and will form an Audit Trail that all parties concurred at the start.

6.  The method of actual working will be agreed at the Inception Meeting and an outline Risk Assessment be discussed. The results must be minuted.

7.  The work will be performed to the original agreed method of working (as amended by experience and results). The Project Manager is responsible for keeping the Project Director informed at all times (informally and formally as occasions demand). As the work nears completion the Project Manager will agree with the Business Head (probably a Departmental Manager) a target date for implementation and what documents might be needed to be handed over at that time.

8.  Regular written reports of progress must be made in writing to the appropriate monthly Board Meeting. Such reports must ensure that summaries of costs incurred, progress against deadlines and any changes in assumptions are reported. Any decisions made by the Board will be factored into existing plans and be communicated as a piece of Change Management communication to all interested parties.

9.  When the work is finished the piece of change must be formally handed over to the Business as Usual. Such hand over will ensure that the work is of an acceptable standard. Any procedural changes must be also handed over and agreed. The Manager responsible for the Business as Usual will sign an appropriate certificate formally dissolving the Project Structure and taking responsibility going forward. If the Business Head is not satisfied then the transfer cannot take place. Once hand-over happens the Project is finished and the Project structure may be dissolved. The Project Director should advise the relevant Board that the Project is now complete.

10.  In some circumstances the relevant Board may demand a “Post Implementation Review”, where an independent person reviews whether the Project actually achieved what was originally sanctioned and what lessons should be drawn for the future. The Board may request as part of that process a written report for its consideration.

Keith Gooding
29/5/04

Project Submission Form (Word format)
Project Submission Form (PDF format)

Quick Links

Page Contents

Disclaimer