2023-05-31-accounts

ONE TEAM – ONE DREAM – ONE GOAL

Ryton and Crawcrook Albion (Youth) Football Club

Trustees’ Annual Report – Dec 2024

Ryton and Crawcrook Albion (Youth) Football Club is a charitable incorporated organisation (CIO) and Accredited England Football Club (Stage 2 status), working closely with our local community to create the ideal environment to nurture players, coaches, and volunteers. The adoption of the RACA Youth FC constitution was agreed on 11[th] January 2022 and amended the 10[th] October 2022. The CIO became fully operational in August 2023. Further amendments to the constitution were agreed on the 4[th] September 2024 to clarify membership status and aid effective and timely decision making on operational matters.

This report will support the annual general meeting (AGM) of the members of the CIO. This AGM Report will be supplemented by the annual statement of accounts and business plan. These will be duly audited and examined. The report will assess progress of the CIO towards the following constitution aims:

To provide young people with football opportunities alongside Ryton and Crawcrook community partners for the advancement of social welfare and education for all.

In support of the understanding of progress towards the CIO aims, the report will identify achievement against the identified CIO priority areas. These include:

Priority 1 - Governance/Compliance – to ensure the strategic guidance and lawful compliance towards the objectives of the RACA Youth FC and aligned to the CIO constitution Priority 2 - Finance/Funding – to ensure compliance with the requirements of the Charities Act 2011 (Part 6) in respect of accounting records, accounts, annual reports, returns and grant funding arrangements Priority 3 - Facilities/Equipment - to develop the provision of facilities and equipment for the playing of association football Priority 4 - Participation/Teams - to promote community participation in healthy football recreation by young people aged 17 and under as defined be The Football Association age categories without distinction of sex, sexual orientation, age, disability, nationality, race or religion Priority 5 – Community - to associate together with inhabitants of the area, the statutory authorities, voluntary and other organisations to promote football Priority 6 - Safeguarding/Health and Safety - to ensure action is taken to promote the welfare of children and protect them from harm

- Priority 1 Governance/Compliance

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ONE TEAM – ONE DREAM – ONE GOAL

• The Trustee Board has worked to offer strategic guidance as the legal instrument of governance of the CIO and appropriately applied the RACA Youth FC Constitution to the work undertaken. The current 9 strong Trustee Board has ensured lawful compliance by working to fully establish the CIO as a distinct organisation to the senior RACA FC. It is known that the CIO is responsible for the youth players, their safeguarding and provision.

• Both RACA FC and RACA Youth FC continue operating in ‘partnership’ with an effective working relationship in support of RACA Youth FC aims. The senior club provides a ‘home’ for the CIO at Kingsley Park with the 3G facility hired by the CIO throughout the year as the training base for junior teams. As the number of teams and participants grow, it will be necessary to source additional training facilities.

• Apart from the resignation of one trustee, board membership remains as that in place in December 2023. The board is currently operating with 8 trustees and one vacant position. They now meet on a quarterly frequency focusing on strategic direction and monitoring actions of the Operational Committee.

• Last year, the Trustee Board established an 8 strong Operational Committee (currently 7) supported by the chairman and vice chairman of the trustees, one of who must attend committee meetings. This group undertakes many of the day-to-day duties associated with running teams and CIO provision. Working parties have also been established when the occasion has arisen.

• During the year the operational secretary of the charity stepped down, with the role currently being undertaken by the chairman of trustees.

- Priority 2 Finance/Funding

• Significant UKSPF grant funding was accessed to allow the CIO to engage experienced consultants to take forward the CIOs plans and develop a robust feasibility study.

• Financial reporting continues on a monthly basis. Signatories to the bank account are the chairman, secretary and treasurer. The account continues to be monitored by the treasurer, secretary and chair.

• A RACA Youth FC Business Plan has been revised with the assistance of the consultants who are supporting the process of accessing significant funding for development of future charity assets and those of the adult club. The consultants and the vice chairman are in active consultation with Gateshead MBC over asset transfers. The CIO has accessed significant partial funding for the development of changing facilities at Stargate. The money will only be released once Stargate has been transferred. However, a shortfall in funding for the project needs to be addressed.

• Financial monitoring and reporting by our treasurer continues to be effective with a high level of donations by beneficiaries of the charity’s activities underpinning the financial plan. As of the 2[nd] December 2024, the balance in the bank was £14,195.14, an increase of £788.54 on the same time last year. Additional financial information is available from the published accounts. In accordance with our philosophy, we continue to

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make it known that no child shall be discouraged from participation due to parental or guardian inability to make donations.

• The level of funding continues to enable the CIO to affiliate teams, enter leagues and fund several key services such as the hire of 3G training facilities for the year and a grounds maintenance service for Clara Vale and Stargate.

• The CIO has obtained some smaller funding contributions from different sources such as local businesses to support the participation of teams and equipment.

• The CIO has accessed £25,000 in grant aid from the Community Fund for changing facilities at Stargate. Another £25,000 is required to progress the project.

- Priority 3 Facilities/Equipment

• The agreement for 15 training slots per week for 52 weeks of the year negotiated with the senior club is still in place. This is inclusive of Sunday Soccer School provision. In addition, additional use of the 3G at weekends has been free of charge. The rate of £35 per hour is paid at £2,100 per month in arears at a total of £25,200 annually. We have also agreed to review this agreement after 3 months. The adult club have not invoked this review and have continued to honour the original agreement without increase. The annual CIO contribution of £3,400 to the running of the clubhouse and facilities at Kingsley Park was reduced to £1,200 for the year by the adult club.

• The CIO has obtained licences for two facilities (Clara, Stargate) and will maintain these as community asset transfers. A great deal of work has been undertaken in understanding the extent of the liability of the two grounds in consultation with the LA. Licences for use continue in place until such time as the sites are transferred to the CIO under the provision of leases.

• Clara Vale has a great deal of potential as a junior facility with proximity to Kingsley Park, a large playing area and a pavilion. The changing rooms have been refurbished by operation committee members with improvements also to the access road as well as the playing surfaces and goal posts. The facilities are also shared by a cricket team with the terms of this agreement reviewed by the CIO. Parking has been arranged within the village on matchdays.

• Stargate requires greater development in terms of the playing area and facilities. Some funding is now in place subject to the asset being transferred.

• The CIO agreed and instigated grounds maintenance work on the two sites.

• The CIO has purchased new goal posts with Streetgames funding.

• Unfortunately, after some damage to the pitch caused by contractors, the CIO lost access to the Ryton Junior School facility for the 24/25 season.

- Priority 4 Participation/Teams

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ONE TEAM – ONE DREAM – ONE GOAL

• The CIO has implemented new straplines, equality and values statements for the junior section.

• Participation remains stable, numbers ranging between 250 and 270 players. Numbers include the Soccer School for the youngest players and u6 cohort who do not play in leagues. Some participate on the basis of training only until such time as they enter the competitive playing environment. The CIO has 22 teams currently which is an increase from the 17 operated last season. The aim is to have the CIO entered into leagues at all age groups from u7 through to u17. This season we were not represented at u11 and u17 level. These teams are the responsibility of over 50 accredited coaches. The introduction of the female Wildcats initiative on a Saturday morn has led to the establishment of an u9 girls’ side who will be entered into a league for the 25/26 season.

• The CIO has published a ‘Welcome Pack’ document to be viewed by all stakeholders. This document indicates the expectation of parents coaches and players as well as important details about how the CIO functions. Parents have been asked to agree to expectations and sign off their agreement for use of images and medical treatment.

• The CIO has achieved accredited England Football Accredited status – Stage 2 with a plan for future actions.

• CPD events for coaches are ongoing and facilitated by Dave Cleary and others from Durham FA. These have been well received.

• The CIO continues to use Optimum Sports as our preferred kit supplier. The new bespoke kit design has been adopted, and all teams are transitioning to its use.

• We have recently made links with an external coaching provider to initiate holiday club opportunities or offer futsal sessions in the future.

• The CIO continues to provide mascots for adult club match days. RACA adults love it and really appreciate the kids. Other Northern League clubs are attempting to follow the RACA way which is testament to the enjoyment it brings.

• As part of the principle of mutual support, the adult club allow free entry to adult games for all participating child and youth players. In addition, CIO coaches and family along with CIO trustees also have complimentary entry to matches.

• Although participation is stable, a risk to further growth will be a possible inability to access suitable additional playing pitches and increasing the number of volunteers and coaches.

– Priority 5 Community

• The CIO has agreed a contract with RACA FC for season long booking of 3G facility and a contribution towards clubhouse costs.

• The CIO continues to lobby local councillors to support CIO aims and facilities development within the west area. Our consultants are making the case for siting a full size 3G in the west of the Borough.

• The CIO has liaised with Durham FA and utilised a community officer to support coach development.

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ONE TEAM – ONE DREAM – ONE GOAL

• The club has established a website for all club documentation with match reports the latest addition. Parents and carers have used the ‘contacts’ page to follow up queries with club officials.

- Priority 6 Safeguarding/Health and Safety

• The CIO has agreed and published key safeguarding related policies such as safeguarding, anti-bullying, equality and diversity and complaints procedures.

• Any safeguarding concerns have been followed up and addressed in line with club policy.

• All coaches are safeguarding accredited.

• A committee member is currently undertaking Welfare Officer training in support of the current Welfare Officer.

Summary

This has been another highly positive year for the CIO. It is apparent that the CIO has worked well towards achieving the overall aims of RACA Youth FC. Indeed, in all priority areas progress has been made with the key major success indicators as follows:

• Stable participation with numbers ranging from 250 to 270. Of our 22 teams, 17 are registered in competitive leagues.

• Ensuring the CIO is financially viable at this early stage through easy access to participation and consequent donations along with accessing sponsorship appropriate grant aid.

• Securing community facilities for sport through licences for use of Clara Vale and Stargate with a ground’s maintenance plan in place. The CIO is in discussion with Gateshead MBC to turn these licences into leases.

• Agreeing a season long 3G hire contract and allocated training times for each team.

• Effective Trustee Board and Operational Committee of 7 volunteers as well as 50 accredited coaches.

• Continuing as FA accredited (Stage 2 status).

• Building a new website with all documentation accessible to stakeholders.

The CIO is appreciative of the efforts of all the volunteers who have contributed to these achievements as well as the support received from parents, RACA FC, sponsors and friends of the club. The CIO will review these achievements at our next meeting and consider the next steps for further development in the new year.

Kevin Wilkinson (Chair of RACA Youth FC) – 31/12/24

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2022 Ryton & Crawcrook Alblon (Youth) Football Club Flnanclal Statement 14 Month5 01-0fv23 to 31417-2024 Payments In, 14 months l June Z023 to 31 July 2024 Player Donations Sponsorshlp & Grants Consultsnt Grant Payment Total 61464.50 20426.81 19020.00 100911.31 Oirtgoln85 Optimum Coaches Payments, Referee Fees & Training Football Club, RACA FC Payment to Consultants GMBC League registratlon fees & team fines IRFL & NFL) Ground Maintenance, aara Vale & Stsrgate, cuttin& linin& care etc Refunds to overpaying families NE Trophles (Team presentation trophles) Star8ate Centre Hire Pltch Hire Goals Total Balance 20222.53 8306.36 21525,00 19020.00 616.00 7672.(Ki 1715.47 741.50 4057.95 203.50 654.00 6605.02 91339.33 91339.33 9571.98 31 July 2024 fccA IGscfr267 271i12S

Hi8hli8hts fd point out Our￿n£ this period. we have a monthly average income of £4390 OUT average monthly cNJt80in8s which we're commttted to payin8 ￿ estimated at £2950 IPAIX grass cutting & coathes expenses) We a150 ha¥e some annual cornmitments vthich averageout @ £840 pm Ilea8ue fees & trophlesl so not much left in the pot for other costs. Income from spon50r5 can easi￿ be cornpared to the paynnts to Optimum. l think we can safely say Jamie'5 or(terin8 5Y5tem is workin8 well. Our membership grow5 month on mnth, I'b adjustÈd the record keepln8 Systems as we've 8rown & as I've lÈarnedlrealised what we need. We started off wi(h approx. 180 players & have Increase steadily since then. Ctsrrently have 272 young people playing football with us. Re8Sstered Charfty 12CJ628 Ryton & Crawcrty)k ￿biON Iyouthl Ffy)tball aub Kingsley Park Stannerford Ro•d NE30 3SN hea-