Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
Mersham Sports Club Annual General and Trustees Meeting Tuesday 22nd March 2022 Mersham Sports Club 7.30pm
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Attendees @MSG
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Trustees: Jonathan (Fred) Ambler - Jane Fagg – Lesley-Ann (Leigh) Lloyd - Geoffrey (Dick) Fagg - Robert (Bob) Beaney Members: Matthew Fagg - Ian Fagg - Steve Darlington – Christopher Darlington – Andrew Possee – Steven Edge
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Attendees on Zoom – Kevin Burton (Trustee) – Chelsea Lenihan – Leanne Willoughby
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Apologies – Pete Tomsett – Malcolm Smithers – David Fagg
MINTUES OF LAST AGM
Agreed and accepted – no matters arising.
CHAIRS REPORT
Good evening, Mr President, Trustees, Vice-Presidents, and Members. I’m sorry I can’t be with you this evening but unfortunately the dreaded Covid has caught up with me and I decided it would be wiser not to attend.
However, look over your shoulder and I should be waving at you from the screen!!
Once again, we have had a turbulent year, with Covid putting pay too many of the much-needed fund raising events the club would normally hold through the year. Thankfully we managed to successfully hold the Halloween/fireworks night which thanks to all who helped and organise was a roaring success, bringing much needed funds to the club coffers. However, we need to have many more nights such as these to bring the clubs funds up to the levels the committee agree is a stable and manageable balance for the general running of the club. The committee appreciates that looking at the accounts you can see a very healthy balance in the development fund, we can assure you this is funds allocated for the proposed land purchase of which Fred will enlighten us more, later. The club account is our immediate concern which Jane will cover in her report.
There is a proposal from the committee to increase membership fees and this will be discussed when the time comes on the agenda. The
Mersham Sports Club Flood Street, Mersham, Ashford, Kent, TN25 6NX
reason will become clear once you have heard The Treasurers report and the need for us to cover what is a fast-growing day to day running cost of the club.
It is great to see the involvement of so many coaches, volunteers, helper’s getting involved with this brilliant club of ours. But the truth is we are growing year by year and the committee needs help? New faces, young blood to bring a fresh look to the club and its direction. So, we as the committee are asking you to get involved. If there’s something you would like to do, an event, run the bar or BBQ, an idea or a committee position then let someone from your section or the main committee know. Now is the time to get involved. We would love to see you
When you are watching or playing your game of football, cricket, Archery, Bat & Trap, on which ever day just take a moment and think, how lucky am I to be a part of this club.
And the reason for that is the people who selfishly give their time so you can enjoy everything this club offers.
So now we come to the thankyou’s which we don’t do enough of all year, but the AGM is that time.
So, To Jane our treasurer who has the unenviable task of keeping the books straight, but does so, without a moan or groan, well maybe sometimes, but we thank her for everything she does. Leigh who has more jobs than I can list but does them so wonderfully well and who we would certainly not function as a club without her. To the goodly man reading this report, Fred, who has worked so tirelessly in achieving what we hope will be the new land. But not only this, supports me in so many ways, not just my truss, but on the committee.
It has to be said that all the committee members give their time for free so that we can enjoy the benefits. And so, as we thank all those involved through the evening for the part, they play in our clubs’ structure please take note of how many people we have making this club the club all others envy!
Anyway at least we have managed a full sporting calendar, with all sections completing their seasons mainly uninterrupted by Covid although the weather took its toll in the summer! I’m sure all the sections will get us up to date as the evening progresses.
Thank you all
Bertie
Flood Street, Mersham, Ashford, Kent, TN25 6NX
Mersham Sports Club
SECRETARY’S REPORT
Good evening, All
I don’t have much to add to what Bertie has so eloquently put but would like to extend my thanks to all the volunteers within the club. Working on the grant applications for Sport England and the Football Foundation has really highlighted what a great and successful club we are and one that I am very proud to be a part of.
This year has seen a change of committee for the Football Section, and I would like to thank Malcolm, Dave and Vic for their help and dedication over the years. I plan to leave my role as football secretary at the end of the season – so if you know anyone who wants a committee roll! I wish Pete Tomsett our new Chair and the new committee continued success.
It has been lovely to see more people come forward and offer to help at events and do a shift behind the bar, or even take on their own events - this can only be a positive move and something we should continue to encourage.
Leigh
TREASURER’S REPORT CLUB ACCOUNT YEAR ENDING 28/02/2022
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The year started with £76,858 brought forward.
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Membership of £7,982 was received together with £1,130 from Vice President donations. We are very grateful for their support and hopefully we will get to see more of them this coming year.
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The 200 Club raised £2,700 and Bar and Social functions brought in £8,000. Many thanks to all those involved in raising these funds.
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The Cricket section transferred £4,000 of their excess funds to the Club, and the Football section £2,500.
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The EWCB Allstars and Dynamos programmes have raised £1,262.
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Grants totalling £10,096 have been received as part of the Government’s Small Business COVID Support Scheme. This brings the total received throughout the pandemic to £28,193.
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
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The Football Foundation gave grants of £17,520 towards the new tractor and mower; £5,070 for the quadraplay; and £5,600 towards expenses for groundwork.
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Mersham Parish Council gave a further donation of £2,500 towards the Club Development project; many thanks for all their support.
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The Savannah Trust supported our Golf Day giving us a donation of £800; Amazon Smile transactions raised £60; ITV gave a donation of £50 following filming at the ground; and the Bikers group collected £107 at The Farriers for us. Thanks go to all those people and organisations that have supported us, and to those who have worked to secure the donations.
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Money received from the sale of scrap mowers, old chairs and the pool table came to £5,041 and the Recycle Bank raised £342.
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We paid £124 of the £486 due in Business Rates. The full amount being £2,432 with 80% Mandatory Relief. We were also given £362 discount as part of the COVID Small Business Support Scheme.
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The Insurance premium for the Club and Officers this year was £3,398 with the cost of Insuring the tractor for use on the highway £320.
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Bank charges came to £254.
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the Teamo Sportplan package £300..
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Ashford Security costing £448.
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Other admin expenses totalled £235.
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Costs for electricity, water, sewage, and waste management were £3,287.
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Housekeeping and maintenance of the buildings, including refurbishment, was £6,641.
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Ground care and preparation came to £9,337 the extra expenses being supported by the Football Foundation grant.
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Repairs, maintenance, and fuel for ground equipment was £2,161.
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Club Development costs were £1,140 for a feasibility study and
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£3,360 for specification/design of new playing field. A survey for drainage and levelling cost £1,350. Farrer & Co. legal fees for the sale of the land are, so far, £1,800.
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A new tractor and mower cost £23,735 and quadraplay £6,759. As previously indicated grants from The Football Foundation helped enormously towards these purchases, resulting in a net cost to the Club of £7,904 for the two items.
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Other purchases made include a storage unit, outdoor benches, gazebos, glasswasher, indoor tables, and chairs, totalling £4,626.
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
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We have been a little lavish with our spending this year, but we needed to make the necessary provisions for social distancing and a clean environment to help control the spread of Covid.
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To this end we have, hopefully, made good use of the Government Grants given to us. Leigh, Lisa and all the other ladies who helped with a paint brush, have done a lovely job making the place look clean and presentable; while Bertie and others have carried out all the necessary DIY tasks to make it user friendly.
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Many thanks to all for spending their valuable time on the project, they’ve done a marvellous job.
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Money previously donated to us by the Village Fete Committee paid for a damaged section of the perimeter fence to be replaced.
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Other payments came to £394.
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At the end of the year the Club has £75,019 in The Development
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Account, an increase of £7,323 from last year.
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The Business Account has a balance of £4,728 and there is £51 in cash. The old Santander
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Account has now been closed.
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We end the year with £79,798 to carry forward.
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Following on from this AGM Mr David James, once again, will be carrying out an audit of the accounts before I submit a copy, with his report, to The Charity Commission.
Jane Fagg
Club Treasurer.
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MF queried the bank charges – when paying in cash we are quite heavily charged.
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SD questioned why there were not 2 cheques from the Forrester’s
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£500 from charity match for an event had missed the end of year.
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SE stated without the council COVID grant we would have had a very difficult year
WELFARE /SAFEGUARDING OFFICIERS REPORT
One issue in cricket this season which will be resolved by the season start. MF has made all club members aware of all the welfare officers within the club – would like to get them all together for a meeting and would like to observe coaches and parents at least once a year.
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
Teamo – it has been highlighted that not all members have filled out the teamo membership correctly – there is photo consent missing as well as parents not accepting the codes of conduct.
We need to go through the membership questions to see which members / parents have offered to help and contact them.
- BB questioned if there was a central log of who is DBS checked? Currently this is held independently by each section – would be good to have a central point of information.
DEVELOPMENT REPORT
Good Evening
I have been looking back at the previous updates from the development committee and often we have had to report bad news however on this occasion I feel we have reason to be optimistic about the chances of buying and converting the land next to our existing ground.
ABC have offered £50000 towards the project; however as usual this is proving hard to confirm and if we can put it with £70000 that we have which includes Parish council money and buy the land.
We have also met with the Football Foundation, and they appear keen to help and have told us to apply for £250000, Leigh is now in the process of doing the application form which as you can imagine is rather onerous, all sections may well be asked to assist with data for this.
Sport England had originally offered us £90000 towards the new pavilion, they contacted us and said that if the pavilion was not going to be built this year than they would withdraw their offer. We then asked if they would consider putting the money towards the land instead.
This is now being considered by them but the fact the ABC and the Football foundation are getting involved may help persuade SE to give us some funding.
If all parties agree to help this would bring us to £460000 towards the project which is standing at £483000 so not far off.
Mersham Sports Club Flood Street, Mersham, Ashford, Kent, TN25 6NX
Although this is by no means a done deal, we are optimistic that we can purchase the land.
This whole process has been lengthy and quite often difficult and frustrating, but Bertie and Leigh have worked tirelessly to keep the project alive, and Jane is always there to help with the finances. Thanks also to Sarah for all her hard work with the legal side of the land and to all sections for providing information when required.
Let’s hope we finally pull this thing off!
Cheers Fred
GROUNDS KEEPER REPORT
Well from a groundsman’s perspective, I have to say that the difficult times we have encountered over the last 2 years, have resulted in Mersham Sports Club gaining a bit of a bonanza with regards to grant awards for new machinery and Pitch Improvements being gained from our friends at the Football Foundation, these grants have resulted in a new tractor and rotary mower, and a multi-use implement that can slit, rake, roll and brush (or any combination of the 4) in one pass.
I think this report is the very first where I can say that everything, we currently have in the equipment garage, actually starts and works as it should. That includes the new equipment that I have already mentioned, the Fairway cylinder mower, Roller, 2 X 36-inch mowers, 2 pedestrian mowers, a hayter mower, strimmer, and leaf blower. What a bonus that is as we approach the busy spring growing season.
Over the past 18 months we have invested more in the maintenance and improvements of the playing surfaces than we have ever done in previous years, and we hope the work results in better playing surfaces for all our sports.
Work carried out includes twice yearly vertidraining (1[st ] of 2022 carried out this afternoon please see 8-inch-deep holes over complete playing area) this process serves 2 purposes in providing aeration and greater root depth for the grass and aids drainage by providing a route for surface water to feed through soil.
We are also having overseeding done on an annual basis towards the end of the football season (this was also done this afternoon – see slits across playing areas in which 400kgs of sports grass seed has been planted.)
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
To accompany the above processes, we are also applying fertilizer on an annual basis, and having weed killer applied during the spring growing period.
With our pitch improvement grant putting a total of £22,400 towards making our pitches better over the next 6 years, I am happy to report that things are looking well set for the next few years with regards to our playing surfaces. One thing that could increase our running is that the government are changing the rules and regulations for the use of Red Diesel in certain machinery, these new regulations start from the 1[st] April, and we are still looking at how they will affect us with regards to fuel for our machinery. I will keep the committee posted on any news which we find out about this.
Ian Fagg MSC Groundsman
BAR AND SOCIAL REPORT
The last year has been a very good year for bar takings - just as well as Covid meant that we were unable to undertake all our planned social events, except for fireworks night.
In all, bar takings amounted to just over £15000, with a gross profit of £6700. Looking back, I believe these are record figures for the club in themselves.
We continue to maintain an average gross profit margin of around 44%, largely due to the draught beer system we use (which sees no wastage) and careful buying.
Firework night was a huge success, both in terms of attendance and financially, allowing us to recoup the funds invested in fireworks 2 years ago. However, with additional fireworks purchased this year the overall spend (inc sponsorship) was c£2500. To be able to put on such a display again would raise several issues, not least finding a new sponsor and sorting issues around numbers attending.
A massive thank you to all the volunteers on the night, including Bertie and Sam, John and Deb for the bar and Dick and his ‘possee’ for the BBQ - we were all incredibly busy.
Whether we try and repeat will be discussed at the next committee meeting - including issues of weather and ground damage.
ROLE OF THE BAR
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
This year the bar has transferred £8000 to the club - we made as much from bar sales as the club raises in its entire membership fees. I intend to continue to do everything I can to maximise our profit while keeping prices as low as is reasonably possible for our members and guests. In my view, there is no point putting in effort to organise and getting the bar open or organising events if they do not make money - as we have seen this year, membership fees do not cover running expenses so all else we raise enables us to invest in all aspects of improving the club.
GOING FORWARD
I have retained slightly more cash than normal at year end to allow me some leeway in discussions with suppliers about purchasing stock before prices rise.
Hopefully this year will allow us to see the return of money making events. We are always looking for reliable help and have recently familiarised a couple of further committee members with the card machine. As in the last couple of years, if the ground is being used for matches in the summer, we intend to make sure the bar is manned
On a slightly annoying note, it does remain a source of weakness that we cannot lock the bar away from the kitchen. I am aware of few instances of stock taken without being paid for and Leigh is printing a notice to remind people they are on camera!
No one is entitled to free drinks or a chocolate bar. Thanks again to Deb and John for all their help in the last 12 months.
Steve Edge Hon Bar Steward
CRICKET REPORT
Cricket AGM was held last week – DF wanted to step down as Chair, and MF was happy to take over, however there may be a conflict of interest with his job, he is looking into this but will take the role of Vice Chair working with DF.
League have decided to continue without the offer of cricket teas – this has improved the speed and length of the game and m most now finish at around 6.30pm which allows plenty of time for solicalising – Deb Southern
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
has been selling snacks as she did throughout COVID – thanks to Deb and Steve for covering the bar and thanks too go to the grounds team.
1[st] 11 came 5[th] in league Saturday 2[nd] 3[rd] in league Sunday T20 4[th] in league Ladies 6[th] in league Juniors had had quite a successful season. AllStars and Dynamos will be once again on a Friday evening – this worked well and gave a good income though the bar. Approx. 40 children in each section.
WAGS softball will also be on a Friday night.
Cricket week had a revamp with some ex-players returning for some of the events and would be good to continue with this. Electronic scoreboard on its way from the kind donations from the Forresters and Mr. Darlington.
Hope to have matches live streamed.
Indoor training going well so far – ladies have recently won an indoor competition.
Get set week set for 2/3[rd] April
FOOTBALL REPORT
Unfortunately, the new Chair and previous chair were not in attendance. However, LL had previously thanked the old committee and wished the new committee every success. LL also stated the season had been going well so far without issues – the leagues were predicted to continue into May, but coaches had been made aware that no football matches were to be played at MSC from the end of April.
ARCHERY REPORT
Now have 19 registered members with 14 active including 5 juniors and 2 wheelchair archers.
Hope to add another 6 in the spring.
ELECTION OF OFFICERS
Chair - Kevin Burton Vice Chair – Fred Ambler Secretary – Leigh Lloyd Treasurer – Jane Fagg
Mersham Sports Club
Flood Street, Mersham, Ashford, Kent, TN25 6NX
Nominated by Dick Fagg – Seconded by Stephen Darlington
Welfare Officer – appointed person - Matt Fagg
Bar & Social Committee
Bar Chair – Steve Edge Other Committee members Leigh Lloyd Jane Fagg Lisa Webb
Nominated by Andrew Possee – Seconded by Stephen Darlington
MEMBERSHIP FEES
The Treasurer has recommended that due to the shortfall of funds that the club faces with the increases in all bills that membership should be raised to £38 for adults and £18 for juniors which could be paid in installments. The club membership was contacted with this information prior to the AGM.
The club membership fees should be sufficient for the club to run without other monies.
The matter was voted upon, and no objections received – increase to Membership fees was accepted.
Bat & Trap membership will stand at £12.
The classification of a junior member is Under 18.
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AOB
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CL – looking for a Football Secretary – if anyone knows anyone who may be interested, please let her know.
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BB – Ashford Lottery – we currently have 58 tickets a week in the lottery raising funds for MSC which assuming this remains consent will add approximately £1500 to the development fund annually.
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SE – following feedback from some members we are looking to add a third pump to the bar to install draught cider.
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IF – defib is registered with the national service.
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FA – Panto Dial M for Mersham is set for March 2023 if COVID allows – will need helpers and actors!
Mersham Sports Club Flood Street, Mersham, Ashford, Kent, TN25 6NX
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FA – Play Park will have its annual service in May.
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FA – New sports club sign is approaching its final draft.
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FA – MSC hosing the Mersham Village Queens Jubilee event – Caroline Fletcher has secured funding from Paul Bartlett for a new BBQ.
Meeting closed 9.16pm
- MERSHAM SPORTS CLUB CLUB ACCOUNT
INCOME:
| Balance B/Fwd Barclays Bank Rewards Membership: Stripe Collections Other Methods Vice President Donations Club Sections: 200 Club Bar & Social Functions Ashford Archers Cricket Section Football Section Other Sports EWCB Allstars (Net) Sports Camp (Net Proft) Grants: COVID Business Support Football Foundation Donations: Mersham Parish Council Savannah Trust (Golf Day) Amazon Smile Charity Donations Misc. Donations Other: Sale of Scrap, Mowers, Etc Sale o Chairs and Pool Table Recycle Bank Receipts |
£ 76,858.31 £ 4.35 £ 7,982.75 £ - £ 7,982.75 £ 1,130.00 £ 2,700.00 £ 8,000.00 £ - £ 4,000.00 £ 2,500.00 £ 17,200.00 £ 1,262.20 £ - £ 1,262.20 £ 10,096.00 £ 28,190.00 £ 38,286.00 £ 2,500.00 £ 800.00 £ 60.65 £ 157.25 £ 3,517.90 £ 4,741.00 £ 300.00 £ 342.00 £ 5,383.00 |
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01/03/20201 TO 28/02/
EXPENDITURE
Administration:
Business Rates Insurance (Club & Officers) Tractor Insurance (Road Use) Barclays Bank Charges Teamo Sportplan Package Website Fees Kent Playing Fields Subscription Play Park Annual Inspection Ashford Security Courses Utilities: Electricity Water Cesspool Waste Management Housekeeping: Property (Housekeep. & Maintenance) Ground (Care & Preparation) Ground Equipment (Repairs & Main.) Fuel (Tractor & Mowers) Club Development: New Land Surveys and Legal Fees Other: Tractor, Quadreplay & Tines Roller Shutter Storage Unit Perimeter Fencing Outdoor Benches & Gazebos Indoor Tables, Chairs & Glasswasher Other Payments On Hand: Barclays Bank Development Account Barclays Bank Number 2 Account Cash
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/2022
£ 124.14 £ 3,398.35 £ 319.99 £ 254.00 £ 299.88 £ - £ 25.00 £ 175.00 £ 447.90 £ 35.00 £ 5,079.26 £ 1,950.87 £ 51.93 £ 240.00 £ 1,044.09 £ 3,286.89 £ 6,641.04 £ 9,337.47 £ 1,189.90 £ 1,071.10 £ 18,239.51 £ 7,650.00 £ 30,669.60 £ 400.00 £ 1,880.00 £ 1,243.60 £ 2,982.60 £ 394.50 £ 37,570.30 £ 75,019.28 £ 4,728.02 £ 51.25 £ 79,798.55
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MERSHAM SPORTS CLUB
Income and Expenditure Report for Year End
2021
| Income 2021 Membership £ 6,722 Income from Sport Sections £ 4,500 Social Funds Raised £ 6,400 Grants: Sports Organisations £ 4,000 Mersham & Sevington Parish Council £ 2,500 COVID Business Support Grants £ 18,097 Donations £ 1,732 Other Income £ 2,523 Sale of Assets £ 1,967 County Court Judgement (Mr I.Dunning) £ 1,050 £ 49,491 Expenditure Business Rates £ 41 Insurance £ 3,266 Security £ 805 Admin: Subscriptions £ 25 Website & Teamo Sportplan Fees £ 343 Secretarial &Other Admin £ 6 Bank Charges £ 131 Utilities: Electricity £ 1,112 Water £ 555 Waste Management £ 960 Property Maintenance & Housekeeping £ 540 Ground Maintenance & Preparation £ 8,529 Ground Machinery Maintenance & Servicing £ 1,640 Ground Care Equipment Purchases £ 2,400 Club Development Plans, Surveys & Reports £ 10,162 Material Purchases £ 192 Other Payments & Hospitality £ - Memorial Donations £ 100 £ 30,807 Surplus/ Defcit for the Year £ 18,684 £ 49,491 Cash on Hand: Barclays Account Development Account Other Represented by: Accumulated Reserves at Beginning of Account Period Surplus/ Defcit for the Year |
2021 £ 6,722 £ 4,500 £ 6,400 £ 4,000 £ 2,500 £ 18,097 £ 1,732 £ 2,523 £ 1,967 £ 1,050 |
2021 £ 9,072 £ 67,696 £ 90 |
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| £ 49,491 | ||
| £ 41 £ 3,266 £ 805 £ 25 £ 343 £ 6 £ 131 £ 1,112 £ 555 £ 960 £ 540 £ 8,529 £ 1,640 £ 2,400 £ 10,162 £ 192 £ - £ 100 |
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| £ 30,807 £ 18,684 |
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| £ 49,491 | ||
| £ 76,858 | ||
| £ 58,174 £ 18,684 |
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| £ 76,858 |
Prepared and submitted by Jane Fagg.
I have examined the books and vouchers of Mersham Sports Club for the year to 28 Feb that the foregoing accounts are in accordance therewith. David C. James 29 September 2022
ding 28 February 2022
2022
£ 7,983 £ 7,762 £ 10,700 £ 28,190 £ 2,500 £ 10,096 £ 2,148 £ 346 £ 5,041
£ 74,766
£ 124 £ 3,718 £ 448 £ 25 £ 300 £ 35 £ 254 £ 1,951 £ 52 £ 1,284 £ 6,641 £ 9,337 £ 2,436 £ 30,670 £ 7,650 £ 6,506 £ 200 £ 195 £ 71,826 £ 2,940 £ 74,766
2022 £ 4,728 £ 75,019 £ 51 £ 79,798 £ 76,858 £ 2,940 £ 79,798
bruary 2022 and confirm