Secretary and Treasurers report to AGM for 2022

 

I have now been the club Secretary and Treasurer since mid 2018. The main elements of the Secretary’s role include providing agendas and minutes for the regular committee meetings and AGM, ensuring that the club is affiliated to the national bodies such as British cycling and the CTT and regional bodies such as N&DCA and ECCA and communicating with members via email. As Treasurer I pay all relevant invoices and account for income from membership fees, time trials etc and I ensure the various receipts and payments are allocated to the relevant account.

The last AGM held by the club was in November 2019 at the scout hut in Walton which was attended by 6 committee members and only 6 other members. Since that time we have been through the nightmare of COVID which resulted in the committee deciding against an AGM in both 2020 and 2021. The committee decided again this year not to have a full AGM but to provide members with written reports from the relevant committee members and for the current committee to remain in place for another year. The normal practice is for the existing committee members to resign and a new committee is elected (usually the same members being re-elected).

During 2020 and for most of 2021 the committee met virtually using Zoom in order to ensure the basic requirements for keeping the club going were undertaken, e.g. staying affiliated to British Cycling.

In 2022 we finally moved to a more normal year holding the evening time trials, open time trials and open road races and the committee met on a regular basis.

A key feature of 2022 was that the club offered a subsidised jersey to all members who renewed their membership and new members for 2022 and a choice of jersey type was offered. In addition, a full range of other kit was available from our new kit supplier KALAS and the kit itself was fully refreshed into an up-to-date design. This was all made possible because of sponsorship monies built up in 2020/2021 from our main sponsor Qualitetch.

For 2022 the club have 60 fully paid-up members which compares to 41 for 2021, in addition we have 6 honorary/life members.

In terms of Finance the club do not produce a full set of accounts on an accruals-based income and expenditure system. The club holds a bank account with Barclays bank and simply uses a receipts and payments basis to record the transactions during the year. Although this is adequate for a small organisation such as a cycling club it does mean that direct comparison between years can be difficult e.g. one year may have no payments for CTT levies whilst the next year may have two payments.

 

Table A summarises the position for the 12 months to 31st October 2022 (nearest month end to the usual AGM), compared to the equivalent figures for the previous year. For completeness Table B shows a similar table showing the figures for 2019/20 compared to 2018/19 (as presented to the 2019 AGM).

As can be seen from the two tables the Total balance on the account gradually increased from £3,824 at the end of October 2019 to £10,242 at the end of October 2021. This was mainly due to the impact that COVID had on the various activities of the club. The balance has now reduced to £7,928 as at the end of October 2022 which has arisen from the reintroduction of club activities during the year and the cost of the subsidies towards club kit as set out above. It should also be noted that the CTT levies arising from the club time trials held in 2022 has not yet been paid due to issues and changes to process at the SEM district of CTT, these will be paid in the coming months and amount to £654.

Bruce Bainbridge

Club Secretary and Treasurer

3rd November 2022

 

Table A

Summary Extract of Receipts and Payments Account for the years, 2020/21 & 2021/22

             
  2020/2021 2020/2021 2020/2021 2021/2022 2021/2022 2021/2022
   Expense type General Account Team Account TOTAL Account General Account Team Account TOTAL Account
Balance b/fwd 3868.9 2614.97 6483.87 3872.92 6368.97 10241.89
Affiliation -94 -136 -230 -134 -186 -320
Annual TT entry fee 240   240 490   490
Time trial Entry fees 494   494 389   389
Club kit 0 -860 -860   -6877.74 -6877.74
Committee Meeting -69.51   -69.51 -141.86   -141.86
CTT Levies -522   -522      
Donation received       118   118
Equipment -49.98   -49.98 -191   -191
Hospitality       -118   -118
ICT costs -208.84   -208.84 -100.69   -100.69
Membership Fee 855   855 1120   1120
National Championship fee -291   -291 -55   -55
Prize Presentation -399.65   -399.65 286.05   286.05
Reliability Ride       187   187
Sponsorship   4800 4800   2900 2900
Adjustment 50 -50 0      
Balance c/fwd 3872.92 6368.97 10241.89 5722.42 2205.23 7927.65

 

 

 

Table B

Summary Extract of Receipts and Payments Account for the years, 2018/19 & 2020/21

  2018/19       2019/20  
TOTAL GENERAL TEAM   TOTAL GENERAL TEAM
5670.55 4532.42 1138.13 BAL b/fwd 1st November 2019 3823.96 4115.99 -292.03
-456 -456   Affiliation -536 -536  
-1626.2 -1626.2 Club Kit 107   107
-1385 -1385   CTT Levies -381 -381  
-298.26 -298.26   ICT costs -93.85 -93.85  
1280 1280   Membership Fee 1040 1040  
-614.39 -614.39   Prize Presentation -1041.24 -1041.24  
    Room Hire -20 -20  
    Sales 10 10  
-275 -275   Scout hut -85 -85  
600 600 Sponsorship 2800   2800
911 911   Time trial Entry fees 400 400  
441 441   Annual TT entry fee 460 460  
-100 -100   Charitable donation      
-242.76 -154.78 -87.98 Equipment      
-173 -173   National Championship fee      
90 90   Petty cash paid in      
-315.98 -315.98 Road team      
344 344   RR event surplus      
-26 -26   Safeguarding costs      
3823.96 4115.99 -292.03 BAL c/fwd 31st October 2020 6483.87 3868.9 2614.97