MEADOW SPORTS FOOTBALL CLUB - APPLICATION FOR SUPPORT

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1 Agenda Item No. 18 EXECUTIVE 15 DECEMBER 2016 Executive Summary MEADOW SPORTS FOOTBALL CLUB - APPLICATION FOR SUPPORT Meadow Sports Football Club aims to advance the education of all young people up the age of 25 years old by the provision of facilities for physical education so as to develop their physical, mental and spiritual capacities that they may grow to full maturity as individuals and members of society. The Club is requesting the sum of 3,250 to improve the lighting at the 3G training area in Loop Road. Over 400 children playing at the Club would benefit from being able to train on a well-lit surface at the 3G training area in Loop Road. The Club aims to ensure that all 30 teams are allocated at least an hour s training on the facility during the winter season. The total cost of removing and storing the existing lights and purchasing / installing new lights is 3,940 plus VAT, totalling 4,728. The policy of the Council is to award 50% of capital or oneoff applications, and accordingly it is recommended that the sum of up to 2,364 be awarded towards the replacement of the lights at the 3G training ground. The grant is to be payable on presentation of the invoices for the purchase and installation of the new lighting and will cover no more than 50% of the total costs. Standard conditions will be applied to the funding, together with an additional condition requiring the submission of the 2015/16 accounts before any funding is released. Reasons for Decision To enable the children using the 3G training area at Loop Road Sports Ground to play on a better lit surface. Recommendations The Executive is requested to: RESOLVE That a grant of up to 2,364 be awarded to Meadow Sports Football Club for 2017/18 from the Community Fund. Amount(s) Recommended: 2017/18 Community Fund 2,364 Conditions Accounts. The Organisation must submit audited accounts for the year in which the grant is awarded, including an income and expenditure account and balance sheet. Please note that accounts for other years may also be required. Invoices. In order to claim an element of the funding, the Organisation must submit paid invoices relating to equipment purchased or services provided. Monitoring Information. The Organisation must submit quarterly monitoring information as a measure of its achievements. Failure to provide details will jeopardise the award. requests will be sent to the applicant on a quarterly 1

2 basis. Publicity. Where possible, the Organisation is required to publicise the support received from Woking Borough Council, including on all literature and leaflets produced. Payments. Unless exceptional circumstances exist all claims must be received quarterly in writing ( or letter) with details of the costs incurred (invoices required for over 50K) and monitoring information for the previous quarter. Payment Period. Final quarter claims must be made by the second week in March. Unclaimed awards will not be available at a later date unless exceptional circumstances can be demonstrated to the Council before the end of the award year. Joint Working. WBC expects the Organisation to engage positively on health and wellbeing multi-agency joint work affecting Woking. Groups which refuse may place their Council support at risk, e.g. grant, concessionary rent and other assistance. Accounts. The Organisation must submit the accounts for 2015/16 before any funding can be released. Performance Indicators The Organisation to provide a breakdown of the users in the past quarter. The Organisation to provide details of activities and events held during the last quarter. The Organisation to advise how the Council's support has been publicised over the last quarter. The Organisation to provide a statement stating the use to which the grant money has been put. The Executive has authority to determine the above recommendations. Background Papers: Application Form. Reporting Person: Sue Barham, Strategic Director Extn: 3810, Sue.Barham@woking.gov.uk Frank Jeffrey, Democratic Services Manager Extn: 3012, Frank.Jeffrey@woking.gov.uk Contact Person: Frank Jeffrey, Democratic Services Manager Extn: 3012, Frank.Jeffrey@woking.gov.uk Doug Davern, Democratic Services Officer Extn: 3018, Doug.Davern@woking.gov.uk Portfolio Holder: Cllr Melanie Whitehand Cllrmelanie.Whitehand@woking.gov.uk 2

3 Shadow Portfolio Holder: Cllr Ian Eastwood Date Published: 7 December

4 GROUP Meadow Sports Football Club PROJECT OUTLINE Purpose of Application Community Strategy Amount(s) Requested The club along with all its members help funded the build of the 3G training area. This venture cost in the region of 100,000 but due to unforeseen cost we unfortunately did not have enough money to buy appropriate lighting for the surface. The funds will go towards ensuring that the lighting throughout the year especially the winter months is adequate for both the coaches and the players. At present the current 6 lights do not light up the entire area evenly leaving dark /dull areas especially around the edge of the cage. The current lights were kindly donated by a local company whose son was playing at Meadow but unfortunately they are not fit for purpose. We would like to replace all 6 lights with more effective ones. The club has been able to raise so far approximately 2500 towards the new lighting and is looking for funding to enable them to purchase the necessary lights before the dark winter nights draw in. A community which values personal health and well-being. 2017/18 4,728 BACKGROUND TO GROUP Status and Aims Meadow Sports was formed in It s a local football club providing football for boys and girls of all abilities aged 3 though to 18. Volunteers How many volunteers does the Organisation have? 60 Please indicate how many are male 40 Please indicate how many are female 20 Please indicate how many are disabled 2 Please indicate how many are from an ethnic minority 2 Employees How many employees does the Organisation have 0 Users How many users does the Organisation have? 411 Please indicate how many are Male 356 Please indicate how many are Female 55 4

5 Please indicate how many are disabled 25 Please indicate how many are from an ethnic minority 135 Please indicate how many are from the Woking area 397 Please indicate how many are aged under 5 30 Please indicate how many are aged between 5 and Please indicate how many are aged between 11 and Please indicate how many are aged between 18 and 65 0 Please indicate how many are aged over 65 0 Charges for users No Details of Charges For Users: Match fees payable on Sunday in order to pay for the referees that have officiated their game. 5 & 7 a side pay 3 per week. 9&11 a side pay 4 per week. This fee covers the cost of training each week at Loop Road on the 3G surface. Members How many Members does the Organisation have? 411 Please indicate how many are male 356 Please indicate how many are female 55 Please indicate how many are disabled 25 Please indicate how many are from an ethnic minority 135 Please indicate how many are from the Woking area 397 Please indicate how many are aged under 5 30 Please indicate how many are aged between 5 and Please indicate how many are aged between 11 and Please indicate how many are aged between 19 and 65 0 Please indicate how many are aged over 65 0 Details of membership fees We have a 75 membership fee per year which is reduced if more than 1 player in a family. We offer the facility to pay in two instalments to help with budgeting. ASSESSMENT Review of Financial Standing At the time of the application, the Group held 10,000 in the bank which is reserved for the following activities: pitch hire (WBC), maintenance for the clubhouse, training, match kits, new equipment, league registrations and affiliations. Budget The Group has submitted a budget for 2016/17, which is the same as had been prepared for the previous year. The budget indicates a deficit of 2,625 based on an income of 49,575 against an expenditure of 52,200. Income includes Registrations ( 28,275), Match Fees ( 8,000), Fundraising ( 6,000), 5

6 Sponsorship ( 4,000) and Tea Bar Match Days ( 3,300). Items of expenditure include Football Kit ( 16,000), Hire of Facilities ( 9,800), Hire of 3G Pitch ( 8,000), Shared Maintenance of Clubhouse ( 8,000) and Training Equipment ( 8,000). Accounts The Group has not submitted accounts for 2015/16. It is proposed that any funding awarded is made subject to the receipt of the 2015/16 accounts. The Group has submitted accounts for the year ended 2014/15 which show an income of 45,076 ( 50,774 in 2013/14) against expenditure of 41,662 ( 108,169 in 2013/14), resulting in a surplus of 3,414 (a deficit of 57,395 in 2013/14). The sum of 35,991 was carried forward at the end of the year. Income included Charitable Activities Football ( 34,918), Activities for Generating Funds ( 6,608) and Voluntary Income ( 3,550). Items of expenditure included Charitable Activities Football ( 36,998). Previous Support by Woking Borough Council: New application. Sue Barham Matthew Glazier Consultee Views I would support this application - and for us to meet the full costs outstanding by the club, since they have been proactive in not only finding funding for the lights, but have more significantly found funding ( 100k+) for the installation of the 3G pitch initially which should be applauded. Meadow Sports FC are one of the largest community football clubs in Woking, who are a proactive community partner; they support Woking Borough Council with initiatives such as the Surrey Youth Games and Get Active 50+. I am aware that the current floodlights at the Loop Road 3G pitch are not fit for purpose, so replacement lights will allow the club to offer further, safe training sessions during weekday evenings. There is demand locally for 3G pitches to meet the demand for peak time football training and this facility plays a vital role in meeting some of this current demand. Summary of Key Supporting Information Constitution - Yes Registered Charity - Yes VAT Registered - No Equal Opportunities Policy - Yes Safeguarding Policy - Yes Reserves Policy - No Quality Mark - No Other funding sources pursued - No Other support by the Council - No Assessment Overview 6

7 Fundraising - Yes Two quotes - Yes Regular monitoring information previously provided? - N/A Meadow Sports Football Club aims to advance the education of all young people up the age of 25 years old by the provision of facilities for physical education so as to develop their physical, mental and spiritual capacities that they may grow to full maturity as individuals and members of society. The Club has 30 teams which are run by 60 volunteers along with a parent rep who acts as a link between coaches and parents. There are 356 male members and 55 female members, of whom the vast majority reside in Woking and 135 are of an ethnic minority. A total of 82 of the children are aged between five and ten years old and 274 are aged between 11 and 18 years old. There is a membership fee of 75 each year which is reduced if there is more than one player in the family, which can be paid in two instalments. Match fees are payable on Sundays to pay for the referees officiating the games. Five and seven a side players pay 3 per week, with nine and eleven a side players paying 4 a week. The fees also cover the cost of weekly training on the 3G pitch at the Loop Road sports ground. The 3G training area was paid for in its entirety by Meadow Sports members from fundraising over the last 20 years. The Club is applying for one-off capital support of 3,250 for the 2017/18 financial year. However the total cost of removing and storing the existing lights and purchasing / installing new lights is 4,728 including VAT. The cost of the 3G pitch was around 100,000 although sufficient funds were not available to buy appropriate lighting for the surface. The requested funds would contribute towards ensuring the lighting during the winter months is adequate for both the coaches and the players. At present the current six lights are stated to not light up the entire area evenly leaving dark areas especially around the edge of the pitch. The intention is to replace the lights, which had been donated by a parent, with more effective ones. The application states that the Club has never applied for funding from the Council before and has always sought to raise money from within the community. The new lights will be acquired under warranty and an approved service provided will be sourced to ensure the lights are properly maintained. Over the past year the Group has undertaken fundraising events including a Club Summer Tournament, a Summer Ball, a Race Night, Quiz Nights and a Children s Xmas Party. Considerations Meadow Sports Football Club is requesting the sum of 3,250 to improve the lighting at the 3G training area in Loop Road. Over 400 children playing at the Club would benefit from being able to train on a well-lit surface at the 3G training area in Loop Road. The Club aims to ensure that all 30 teams are allocated at least an hour s training on the facility during the winter season. The Club states that it has been able to raise approximately 2,500 so far towards the new lighting. The total cost of removing and storing the existing lights and purchasing / installing new lights is 3,940 plus VAT, totalling 4,728. The policy of the Council is to award 50% of capital or one-off applications, and accordingly it is recommended that the sum of up to 2,364 be awarded towards the replacement of the lights at the 3G training ground. The grant is to be payable on presentation of the invoices for the purchase and installation of the new lighting. The grant will cover no more than 50% of the total costs of the proposals. Standard conditions will be applied to the funding, together with an additional condition requiring the submission of the 2015/16 accounts before any funding is released. 7

8 Legal Authority S19 (Misc. Provisions) Local Government Act 1976 REPORT ENDS 8