**Trustee’s Annual Report for the Period** Period End Date **From** Day Month Year **To** Day Month Year 1 11 2022 31 10 2023
## **Reference And Administration Details**
**Charity Name** Exeter Eagles BMX Club
**Other Names Charity is Known By**
**Registered Charity Number** 1192166
**Charity’s Principal Address** Exeter Eagles BMX Track, Cofton Road Marsh Barton Trading Estate Exeter Devon EX2 8QW
## **Names of the charity trustees who manage the charity**
**Trustee Name Office (if any) Date Acted (if not whole year)** 1 Ross Webster Chair 2 Amy Webster Secretary 3 Andrew Linscott Treasurer 4 Ryan Thorne
## **Names and addresses of advisors**
**Type of Advisor Name Address** 1 **Structure, Governance & Management Description of the charity’s trusts Type of Governing Document** Constitution adopted on 29[th] March 2021 **How the charity is constituted** Charitable Incorporated Organisation with voting members **Trustee Selection Method** Trustees are appointed or reappointed annually at the Annual General Meeting held in November
## **Additional Governance Issues**
**(Optional Information)** The BMX track and facilities are made available to the general public for open riding and training sessions for anyone able to ride a bike, with Membership available to individuals and families. The trustees and a wider committee all acting as volunteers oversee the day to day running of the track and facilities.
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The committee seek the views of members and other volunteers for activities and improvements to the facilities and participate in the South West Regional BMX Series annually. There is a welfare officer in place whom acts as part of the committee and we take guidance from British Cycling as a Club Mark accredited club for our standard child protection and welfare issues. For the purposes of running the club open sessions and maintaining the facility all trustees give their time voluntarily and receive no remuneration or other benefits.
## **Objectives & Activities**
|**Summary of the objects of the**
**charity set out in the governing**
**document**
**Summary of the main activities**
**undertaken for the public**
**benefit in relation to these**
**objects**|The promotion of community participation in healthy recreation for
the benefit of the inhabitants of Devon by the provision of facilities
to participate in BMX racing and cycling.|
|---|---|
||Our core activity is ensuring the upkeep of the facilities and
organising volunteers for our 3 open sessions per week and liaising
with local coaches to ensure training is made available to all
participants.
In addition to our core activities, we have also arranged–
● Gazebo transportation and set-up for all regional races at
South West tracks and for those competing in national
events.
● Local club race events during winter months to encourage
novice riders to try racing
● Our own Regional Race Event open to experienced and
novice riders
● Improvements to track and associated facilities.|
## **Additional details of objectives and activities**
**(Optional Information)** We are extremely grateful for the many hours volunteers have spent supporting the club either through open sessions, transporting the gazebo’s, general maintenance and improvements at the track. Without this invaluable contribution of time, energy and expertise we would be unable to achieve so much.
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## **Achievements & Performance**
|**Summary of the main**
**achievements of the charity**
**during the year**|This year has seen the main focus being the hill replacement
following a number of years saving for this event. In addition we
have replaced equipment such as helmets which was made possible
predominantly via funding from Tesco Community Grant and Lloyds
Bank Foundation.
Overall turnover was down year on year at £32k due to previous
year hosting of SW Champs and a closure during hill replacement
and subsequent open sessions fees.
Overall there was a loss of £19,843 following the investment into a
new hill and replacement helmets setting the club up for the future,
this loss was £5k less than forecast with lower than anticipated
costs mainly related to the hill replacement.
We have achieved the majority of our aims for the year as follows,
● Full replacement of hill infrastructure including gate
technology.
● Maintained membership just shy of 200
● Track changes to the first straight to improve the skill of
riders and ensure it is friendly to new riders
● Co-organised and provided book-keeping for a local winter
race series aimed at Novice and Intermediate riders and
generating additional income for the track.
● Purchased a set of 25 new helmets across all sizes available
and purchased a new bike for hire.
In addition to achieving our planned aims we have also :-
● Continued to attract advertising income, via boards
displayed at the track. This income was slightly down on last
year
● Held a successful Regional Race event included a raffle,
which saw a number of new novice riders competing.
● Provide coaching on average twice a week for riders
ensuring Beginners through to advance riders are catered
for and providing additional income for the track through
track hire.
● Arranged hire of other tracks ahead of regional and national
events to enable riders to practice.
● Arranged and funded Emergency First Aid training for new
and expiring individuals to allow them to support with open
sessions.|
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● Organised club race jerseys and provided these at cost to anyone purchasing. ● Received a donation of kitchen units to provide better facilities to riders and volunteers.
Whilst not all ambitions from last year have been fully achieved this has been due to limitations with funding and volunteer hours the prioritised elements to continue the success of the club have been achieved.
## **Financial Review**
**Brief Statement of the charity’s** Cash in bank/hand as at 31/10/2023 was £19,975 in unrestricted **policy on reserves** funds. The main financial risk to the charity is losing the ability to open for open and training sessions. A minimum amount of £4,000 is held to cover 3 months operating costs in the event of a prolonged period of closure or unexpected maintenance or costs that may occur. All funds are being saved towards improvements to the facility next year related to changes to track, relaying the pump track for newer riders and kitchen replacement. **Detail of any funds materially** Not applicable **in deficit**
## **Further Financial Review Details**
**(Optional Information)**
## **Independent Examiners Report**
**Report to the trustees/members of** Exeter Eagles BMX Club
**On accounts for the year ended** 31/10/2023 **Set out on pages** 7 & 8
**Responsibilities and basis of** I report to the trustees on my examinations of the accounts for the **the report** year ended 31/10/2023
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|**Independent Examiners**
**Statement**|As the charity trustees, you are responsible for the preparation of
the accounts in accordance with the Charities Act 2011 (“The Act”).
I report in respect to my examination of the Charity’s accounts
carried out under s145 of The Act and in carrying out my
examination, I have followed the applicable Directions given by the
CharityCommission under S145(5)(b)of The Act.|
|---|---|
||I have completed by examination. I can confirm that no material
matters have come to my attention in connection with the
examination which gives me cause to believe that in, any material
respect:
● Accounting records were not kept in accordance with
section 130 of The Act; or
● The accounts do not accord with the accounting records
I have no concerns and have come across no other matters in
connection with the examination to which attention should be
drawn in order to enable a proper understanding of the accounts to
be reached.|
|**Signature**
**Name**||Date|19thAugust 2024|
|---|---|---|---|
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||Mrs Helen Monro-Higgs|||
**Relevant Professional** ACA **Qualification(s) or body (if any) Address** Mincombe Post Farm Mincombe Post, Sidbury Sidmouth, EX10 0QW
## **Examiners Disclosure Section**
**Only complete if the examiner needs to highlight material problems.**
**Give here brief details of any items that the examiner wishes** None **to disclose**
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## **Other Optional Information**
## Future Plans
Along with continuing to deliver our current open and training sessions, regional race and local winter race events our key planes for the year ahead are
- Improve drainage particularly on first straight to enable us to open following bad weather.
- Refit the kitchen units and appliances to enable improved facilities for riders and volunteers
- Changes and improvements to the 3[rd] straight
- Increase costs per session in line with general increases related to costs but remain within the guidance to enable financially vulnerable customers to continue participation
- Resurface and alter the pump track to ensure an entry level facility to new riders.
## **Declaration**
**The trustees declare that they have approved the trustees’ report above**
Signed of behalf of the charity’s trustees
**Signature Full Name(s)** Andrew John Linscott **Position** Treasurer
**Date** 19[th] August 2024
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## **Accounts**
## **Exeter Eagles BMX Club**
**Income and Expenditure Summary for Year Ending 31 October 2023**
|**Income**
Membership
Track Fee
Coaching
Training
Track Hire
Food and Drink
Hire Equipment
Sundries
**Track Income**
**Other Income**
Racing Regional
Racing Rad 21/22
Race Jerseys
Sponsorship
Eagles Merchandise
Donations
Raffle
SW Champs
**Other Income**
**Total Income**
**Track Expenditure**
iZettle Fees
Bank Charges
Track Improvements
Cabin Improvements
Rent/Rates
Volunteer Training
BC Affiliation
Services Elec/Gas/Water
Toilets
Equipment Maintenance
Waste Removal
Website|**Receipts**
**Payments**
**Profit/(loss)**
2,897.00
2,897.00
5,557.33
5,557.33
1,231.75
-425.00
806.75
115.00
115.00
834.00
834.00
10,632.53
-6,925.04
3,707.49
1,938.75
-510.55
1,428.20
82.00
-35.00
47.00|
|---|---|
||23,288.36
-7,895.59
15,392.77
1,850.00
1,850.00
3,191.00
-2,798.67
392.33
2,755.60
-3,022.42
-266.82
125.00
125.00
602.20
602.20
560.00
560.00|
||9,083.80
-5,821.09
3,262.71|
||32,372.16
-13,716.68
18,655.48|
||-326.52
-326.52
2.41
-1,463.50
-1,461.09
14.95
-246.20
-231.25
-1,000.00
-1,000.00
-711.60
-711.60
-74.00
-74.00
358.40
-2,669.22
-2,310.82
-1,272.00
-1,272.00
-670.66
-670.66
-144.00
-144.00|
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||**From**||||**To**|Period|End Date||
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1|Month
11|Year
2022||Day
31|Month
10|Year
2023|
|Stationary
First Aid Sundry/Maintenance
Insurance
Internet
Music License
Cleaning Sundries
Trophies Club
Advertising
Other Expenses
**Total Expenses**
**Net Income**
**Capital Expenditure**
Grants
Bike & Riding Equipment Purchase
Track Changes
First Aid Equipment
Equipment Purchase
P&L To be reinvested|||1,398.29||-5.55
-157.84
-373.69
-370.94
-119.40
-255.01
-819.73
-1,395.24||-5.55
-157.84
-373.69
-370.94
-119.40
-255.01
-819.73
3.05||
||||1,774.05||-12,075.10||-10,301.05||
||||34,146.21||-25,791.78||8,354.43||
||||500.00||-1,709.86
-25,407.29
-1,580.67||500.00
-1,709.86
-25,407.29
-1,580.67||
||||34,646.21||-54,489.60||-19,843.39||
## **Cash Balances and check**
Cash b/fwd 1 Nov 2022 39,818.23 analysed above -19,843.39 Cash c/ fwd 31 Oct 2023 19,974.84
## **Assets & Liabilities**
|**Categories**
**Cash Funds**
**Other monetary**
**Assets**|**Details**
Cash In Bank
PettyCash
**Total Cash Funds**|**Unrestricted**
**funds to**
**nearest £**
19262
713
19,975
-
-|**Restricted**
**Funds to**
**nearest £**
-
-
-
-
-
**Cost**
**(optional)**|**Endowment**
**Funds to**
**nearest £**|
|---|---|---|---|---|
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**Trustee’s Annual Report for the Period** Period End Date **From** Day Month Year **To** Day Month Year 1 11 2022 31 10 2023 **Fund to Current which assets value belong (optional) Investment assets** - - - - - - **Fund to Cost Current which assets (optional) value belong (optional) Assets retained** Hire Bikes (*23) Unrestricted **for the charities** Sqorz Timing Equipment Unrestricted **own use** Hire Helmets Unrestricted 1500 Laptop Unrestricted 299 **Fund to Cost Current which assets (optional) value belong (optional) Liabilities** - - - - - - **Signed on behalf of all the trustees Full Name(s)** Andrew John Linscott **Date** 19[th] August 2024
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