# **ANNUAL GENERAL MEETING 2023-2024 DARTFORD ROYALS FC 17[th] July 2024** 






## **AGENDA** 


**1. Welcome & Introductions.** 

**2. Minutes of the Previous AGM. 3. Chairmans Report. 4. Treasurers Report. 5. Election off Officers & Committee Members. 6. AGM Q&A** 

**7. Any Other Business 8. Close & Thank You(s)** 



## **WELCOME & INTRODUCTIONS** 






**DAVE WILLIAMS LEE METCALFE JON GOODMAN ANDY BISHOP CHAIRMAN TREASURER CLUB SECRETARY FIXTURE SECRETARY WELFARE OFFICER STACEY METCALFE DAN DU BEC TOMMY MORGAN LEE SMART TREASURY ASSISTANT/ DEVELOPMENT OF TRUSTEE TRUSTEE GIRLS WELFARE OFFICER GIRLS FOOTBALL** 



## **MINUTES OF LAST AGM MEETING** 

## **AGM 2023 Saturday 1st July 2023 10am Oakfield Park** 


## **4. Election of committee** 

## **1. Welcome** 

Members were welcomed and thanked for attending the meeting . The committee members on top table were introduced . 

**Chairman Dave Williams Secretary John Goodman Treasurer Lee Metcalfe** 

## **2. Charity status** 

Club members  were informed of  charity status reached. The benefits explained and the trustees of charity being. 

Dave Williams Lee Metcalfe Tommy Morgan Lee smart 

Trustees cannot be up for election Committee members to be elected. 

**Secretary  John goodman Fixtures   Andrew Bishop Fundraising Neil Brunsdon Committee member Stacey Metcalfe** 

New Committee member  - **Dan Debec** 

Was agreed to vote in on block. 

Proposed by Spencer  Coop Seconded by Darren Baker 

## **5. ACACIA Update** 

Discussions still ongoing with council.nothing further to update at this stage. 

## **3.Accounts for Season 2022/23** 

## **6.AOB** 

Accounts were  produced discussions took place on expenditure etc. Including winter training , pitch fees(acacia and oakfield) equipment and day to day costs. Accounts were signed off to be audited 

The subject of kit was discussed committee stated that sponsorship should be obtained for all team kits where possible, the floor brought up that be unhappy with hand me downs. Committee advised that all avenues are explored to supply new kits where necessary. 

Proposed by Andrew Bishop - Seconded by Tommy Morgan 

Meeting closed 10.45 am 



## **Chairmans Report** 


Ladies and Gentlemen, I am immensely proud of what we have achieved as a club and committee this season. We reached a record number of cup and shield finals, secured our first SELKENT CUP win, and celebrated multiple league victories and promotions. Well done to everyone involved! It's easy to forget that when we formed this new committee, we were a small club with just 7 teams, most of which were part of the North Kent Youth League. Fast forward two years, and we’re starting the 24/25 season with 25 teams, 23 of which are in the SELKENT League, ranging from the D to B leagues.  On that note, **I want to clarify that our collective move to SELKENT was not “driven by ego” but was a necessary response to the way the NKYL treated John Goodman.** As a committee, we felt justified in pulling the entire club from their league setup.   We are also very proud that our remaining 2 teams are representing the Royals in the Kent Girls Youth League. 

Over the years, you may have heard about the building and lease prospects at Acacia. I have been in countless talks and meetings with DBC over various building options, striving to push forward as a community club. To say it has been a roller coaster of emotions is an understatement. Unfortunately, we are no further forward with DBC than we were two years ago. Despite delivering on every promise and demonstrating significant growth, we have received little more than lip service in return. The reality is that we are at capacity. Unless we take action, we will have to fragment and play over two venues. 

**However, there is good news. An opportunity has arisen at a property where we could move to quickly. This location has changing rooms, a clubhouse, and enough land for at least two of every pitch. This move would enable us to rotate pitches, grow as a club, and finally have a place to call home. We as a committee viewed this yesterday and are waiting  on a decision from the local council.  Thank you all for your continued support and dedication. Together, we have achieved remarkable things, and I am confident that with your backing, we will continue to build on this success.** 



## **TREASURERS REPORT** 


- **Football Club Constitution changed to charitable status 14[th] March 2023.** 

- **Opening Balance £ 18,225.58** 

- **Closing Balance £ 3759.74** 

- **Final Accounts 23/24 submitted to the Charity Commission.** 

- **Current Financial Health is Stable. The positive balance provides us with a buffer for future investments.** 

- **Future Projections:** 

**a) We anticipate similar income levels from membership fees and sponsorships. b) We plan to increase our fundraising efforts and explore grant  opportunities. c) Proposed budget plans includes investment in facility upgrades club-house, pitches etc.** 



## **TREASURERS REPORT – INCOME & EXPENDITURE OVERVIEW** 

|**EXPENDITURE**|YTD Jun|YTD Jun|YTD Jun|
|---|---|---|---|
||Actual|Budget|Variance|
|Pitch Hire|25,302|18,740|-£6,562|
|Pitch Maintenance|7,010|5,640|-£1,370|
|Football Equipment|10,709|10,500|-£209|
|Football Kits|37,492|23,692|-£13,800|
|Tournements/Cupfinals|374|0|-£374|
|Refs|8,625|7,000|-£1,625|
|External CoachingFees|2,950|3,600|£650|
|League Fees|3,724|3,350|-£374|
|Team Building|986|3,450|£2,464|
|Fundraising|1,929|3,800|£1,871|
|Presentation 24|18,174|15,000|-£3,174|
|Marketing& Advertising|113|120|£7|
|TrainingCourses Managers|1,020|2,400|£1,380|
|Ad hoc|3,232|4,800|£1,568|
|Storage costs|6,774|6,000|-£774|
|Tuck Shop- Stock|0|0|£0|
|Assets|3,771|0|-£3,771|
|**Total Costs**|**132,185**|**108,092 **|**-£24,093**|



|**INCOME**|YTD Jun|YTD Jun|YTD Jun|
|---|---|---|---|
||Actual|Budget|Variance|
|Player Registration Fees|11,527|10,400|£1,127|
|Subscriptions|72,296|67,410|£4,886|
|Fundraising|2,764|3,800|-£1,036|
|Turf Tank income|0|0|£0|
|Sponsorships - Kits & Equipment|46,433|16,548|£29,885|
|Tuck Shop|200|0|£200|
|Presentation 2024|8,772|15,000|-£6,228|
|Tournements/Cupfinals|0|0|£0|
|Pitch Hire|3100|1,800|£1,300|
|Total Income|145,092|114,958|£30,134|
|||||
||YTD Jun|YTD Jun|YTD Jun|
||Actual|Budget|Variance|
|Profit/Loss|12,907|6,866|£6,041|






## **TREASURERS REPORT – AVERAGE COST BY TEAM** 


## **COST INCLUSION’S** 

||5 A Side|7 A Side|9 A Side|11 A Side|
|---|---|---|---|---|
|**Average members by Team**|8|10|13|14|
|**Total Members by Teams**|23|72|80|96|
|**Average Cost by Member**|£346.30||||
|**Average Cost by Team**|2,655<br>£|3,562<br>£|4,617<br>£|4,749<br>£|



**1. Pitch Hire & Maintenance 2. Equipment** 

**3. Football Kits** 

**4. Goalkeeper Training 5. Referee Fee’s** 

**6. League Fee’s 7. Team Building** 



## **ELECTION OFF OFFICERS & COMMITTEE MEMBERS** 


## **1. Introduction** 

Chairperson's overview of the election process Explanation of roles and responsibilities of officers and committee members 

**2. Current Officers and Committee Members** 

Presentation of current officers and committee members Brief summary of their contributions over the past term 

**3. Vacancies and Nominations Announcement of positions up for election** 

Committee Members Presentation of nominations received prior to the AGM 



## **ELECTION OFF OFFICERS & COMMITTEE MEMBERS** 


## **4. Election Process** 

Explanation of the voting process (e.g., show of hands, secret ballot) Distribution of voting materials if applicable 

**5. Voting** Voting for each position: Chairperson Treasurer Committee Members 

**6. Announcement of Results** Presentation of election results 

**7. Formal closing of the election segment of the meeting** 



AGMQ&A
11 f rom Adam Nothing against the current coaches and the job they have done but it wou Id be great to
u nderstand more about the coaching philosophy the club has moving forward. The F.A. Are Willing to
support local clubs lin our areal with assistance programs for coaches
For example- Hayden had F.A
members helping the parent coaches on a monthly basis. Are we applyinglrequesting this type of
gu idance for the parents that volunteer to coach our teams? A lot of the local clubs have informative
websites about coaching strategy however we are left feeling like an isolated team that isn't part of a
wider club environment other than an annual presentation day which is a paid for event. I would like to
state that this is nothing against the coaches as I think they are great but I feel they could get more
support from the governing bodies that is available for grass roots football
We are sorry you feel isolated, but lye are alii'ays on hand for advice and help. ￿'e had 2 other
events last year, Race night and Xmas Disco. li'e are looking foni.ard to your team supporting
th¢ upcoming ¢v¢nts and hopefully you ii'ill f¢¢1 a part of th¢ club. As for Fr¢¢ ¢v¢nts nothing
is tree these days, if you haire any suggestions, please let us knoiv
I've enquired ii.ith coaches at Hayden, they're friends ol mine that coach. the assistance he gets
is paid h¢lp from a company called All stars that's incorporated into their subs, Ill ¢nquire ii'ith
Ihe KENT FA to see if tbis ai'ailable, if it is as a club ii"e hai'e no objection lo you sourcing it
tor your team,
Strate_oy ii'ise... We, as a club, believe that li'e eiist for our players. Ivho play football for fun
ind enjoyment. Learning skills on and off field of play ivhile making frien(Iships and
Inemories. We measure success by increasino player panicipaiioffj and by the deitelopment of
.Ill players regardless of abilih-, gender or ethnic backgi"ound.
Sportsmanship, Respect and fair play is a must. MOST Ir￿PORTAN[Ly the kids enjoy their
t"i)i)Ili'ill.

AGMQ&A
2) from Adam Other than the above it would be great to see a clear breakdown of where the
funds are going each month as a community club? I've not seen any donations to charity on
behalf of the club so would be great to understand how we are helping the community?
We are the Charity, pcoplc donatc to us, as for community help, there is a list of kids on our
hardship fund, without this they ivould be able to play football.
ALL MONETARY QUESTIONS
As a Charity lie haN'e to submit our audited accounts, as members you ivill have access to these
once completed. please see LEE'S breakdoivn to ansii'er all the AGM questions
3} Natalie- I have two children there and both have training, same days, same time and at
different locations. Can they not all be at Oakfield? Do we have any future plans to all train
from one location?
We have 26 teams as a club now, both venues are at capacity, Eventually id our plans come
together yes we will all be under one roof, as it stands now NO, training is set by you
managers not us.

AGMQ&A
4) from Anna Do we know when the training kits will be available for the boys?
l-es - training kits Vl'ill be ai'ailable once you sign up tor neit season, on this note NO other
club giN'es you COATS. HOODIES, KITS, & TIL41NING KITS we are very lucky to be able to
do this, althouoh some of thc aboN'e il'as sponsored in rcality tti"o thirds ivasn't and il'as funded
by the club it was huge outlay but the kids look amazing and 14:e're very proud Thith what ive
have achieved
5) Glenn- What's the long term plan with our home ground? Do we own the lease or do we
hire it from the council? Are there plans to eventually add changing rooms, clubhouse, 4G
pitch etc? Cheers to the committee for all your hard work and see you all on the 17th
We lease Acacia and Oakfield from the council on a rolling lease.
YES YES AND YES, We have been ivorking tirelessly ii'ith DBC for 3 years noiv and gelling
noivhcre, they havc becn Icss than uscless more so lately due to the Orchard necd a neiv roof,
all their funds have been ethausted into this, li'e are looking into something neiN' that is very
exciting should it comc off.

AGMQ&A
Hi lee. Would you mind forwarding the following to the organisers of the AGM? Thank you.
Apologies I've missed the deadline, I've been unwell this week. What do the committee feel
could be done better to tackle or prevent bullying in teams? There's always a scapegoat in
football, so how can Dartford royals change that, what can or should the managers/coaches
do to prevent that behaviour? Should more be done to make the Code around behaviour
clearer with expectations around the culture that the club wants to achieve? My son has
experienced verbal abuse and racial abuse from opposition parents over the past two
seasons. Unfortunately coaches/managers are focussing on the game and are not alert to the
abuse when it happens. The abuse is toxic and my son is not able nor mature enough to deal
with it. What is the management/coaches etc going to do or put forward as a solution to
ensure our children are not abused in this way by adults? Do you have plans/processes
already in place?
Every member signed to say they have read all the policies including the anti-bullying policy
on Team fee pay, ALL incidents of Verbal and Racial abuse should be logged with the
managers, and the welfare officer John, in turn this goes to the KENT FA for investigation.
There needs to be solid evidence in place for this happen and to have an outcome otherwise
it cannot be investigated.
"he said she said is not solid evidence
We as a club have a zero tolerance to all abuse/bullying and every case will be dealt with.
We cannot control other club's behaviour, we can only expect our members to not stoop to
their levels.

AGMQ&A
The maintenance of the playing fields at acacia seems to be inconsistent last season, will this
be improved for this season?
I'm not sure to what you are referring too,
General Tidiness ? We are all doing our bit as teams, treat Acacia as your home, if you see
rubbish pick it up, if a bin bag needs changing change it,
Maintenance ? The council deal with the cutting of the grass and is on same schedule as it's
always been, ironically, they have done "more" repairs than they did last season however it is
not enough, but we are refusing to plough money into the pitches until we are offered a
substantial lease on them, we would be in danger of Tidiness making the pitches nice for
someone else.

Any Other Business
141

## **Close & Thank You(s)** 


**1. Thank you to all the members who took the time to attend tonight’s meeting. Your presence and participation are invaluable, and it's your continued commitment that helps our club thrive.** 

**2. A special thanks to our committee members and volunteers who have dedicated countless hours and efforts over the past year. Your contributions have not gone unnoticed, and we are immensely grateful for your hard work and dedication.** 

**3. A thank you to our coaches, managers, and players.  Thank you for your passion and perseverance both on and off the field. Your enthusiasm is the heartbeat of our club, and it’s inspiring to see our community come together to support each other and the sport we love.** 

**4.Finally, a big thank you to everyone who has supported our club financially, whether through sponsorships, fundraising, or membership fees. Your support is crucial in ensuring we can continue to provide opportunities for all our players.** 



## **Income and Expenditure 23/24 Season** 

|YTD Jun<br>YTD Jun<br>YTD Jun<br>Actual<br>Budget<br>Variance<br>Comments<br>Player Registration Fees<br>11,527<br>10,400<br>-1,127TFP fees around £3k per season<br>Subscriptions<br>72,296<br>67,410<br>-4,886As above<br>Fundraising<br>2,764<br>3,800<br>1,036 Xmas.  Didn’t do Race or Comedy night<br>Turf Tank income<br>0<br>0<br>0<br>Sponsorships - Kits & Equipment<br>46,433<br>16,548<br>-29,885£27k Wilmington Trus<br>Tuck Shop<br>200<br>0<br>-200Burgar Van<br>Presentation 2024<br>8,772<br>15,000<br>6,228<br>Tournements/Cup fnals<br>0<br>0<br>0<br>Pitch Hire<br>3100<br>1,800<br>-1,300Colyer still owe Apr £50<br>Total Income<br>145,092<br>114,958<br>-30,134Income up compared to budget( Low pres day low income ofset by more subs & sponsorship)<br>Pitch Hire<br>25,302<br>18,740<br>-6,562£23k was for Goals!<br>Pitch Maintenance<br>7,010<br>5,640<br>-1,370Mainly Turf Tank<br>Football Equipment<br>10,709<br>10,500<br>-209<br>Football Kits<br>37,492<br>23,692<br>-13,800Hoodies & Coats (£20k) done this year<br>Tournements/Cup fnals<br>374<br>0<br>-374<br>Refs<br>8,625<br>7,000<br>-1,625<br>External Coaching Fees<br>2,950<br>3,600<br>650 U16 & Goalie training<br>League Fees<br>3,724<br>3,350<br>-374<br>Team Building<br>986<br>3,450<br>2,464<br>Fundraising<br>1,929<br>3,800<br>1,871 Xmas/Easter<br>Presentation 24<br>18,174<br>15,000<br>-3,174<br>Marketing & Advertising<br>113<br>120<br>7<br>Training Courses Managers<br>1,020<br>2,400<br>1,380<br>Ad hoc<br>1,522<br>4,800<br>3,278 £349 Team Pay subscription, £700 room hire Club Legend photo days<br>Storage costs<br>6,774<br>6,000<br>-774<br>Tuck Shop - Stock<br>0<br>0<br>0<br>Assets<br>3,788<br>0<br>-3,788Fridges, slush machine<br>Hardship Fund<br>1,710<br>1,200<br>-5105 players<br>Total Costs<br>132,202<br>109,292<br>-22,910Costs are above budget. (Overspend on Goals & Coats & Hoodies)<br>12,890<br>5,666<br>7,224<br>Proft/Loss|Yeartotal<br>Budget<br>10,400<br>67,410<br>3,800<br>0<br>16,548<br>0<br>15,000<br>0<br>1,800|
|---|---|
||114,958|
||18,740<br>5,640<br>10,500<br>23,692<br>0<br>7,000<br>3,600<br>3,350<br>3,450<br>3,800<br>15,000<br>120<br>2,400<br>4,800<br>6,000<br>0<br>0<br>1,200|
||109,292|
|||
|12,890<br>5,666<br>7,224<br>Proft/Loss|5,666|





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