Apr - Sevenoaks & District Motor Club

More documents

Recommendations

Info

'Event expenses' consists of the more familiar scrutineers, timekeepers, rescue unit, paramedics, recovery unit etc. and also included an amount for Armco storage in 2010,(it was only stored for a short time) which has since been incorporated into a more suitable category. The MSA permit fees were also included here in 2010 but for this year more correctly figure under the 'licences and permits' heading lower down, hence the large difference in both categories year on year. 'Advertising and Publicity costs' for any event of this size have to be large if we are to encourage the sort of response we need and includes things such as press releases, the excellent website, leaflet and poster design and printing and of course the regular Newsletter. 'Event merchandise' mainly consists of the expense of the fleeces issued to selected personnel in order to present a smart, unified, professional approach, These are of course not 'dated' and can be used again this year, along with the shirts purchased last year. 'Event entertainment' was the cost of having the Roary the racing car activity centre, and his personal attendance which proved popular particularly with our younger visitors. It was felt however that it was not quite so successful this year, and also more expensive so there will be alternative entertainment this year, including Diggerland. 'The first aid & medical costs' relate to the facilities provided for the benefit of the public ie. St. John's Ambulance attendance. 'Event management & planning' includes part of the costs of our professional assistance in advising us on all aspects of the organisation, some of which we are now able to carry out for ourselves, at a lower cost. 'Security costs' are exactly that for the 24 hour security coverage which was essential, very effective and hopefully transparent to most people. This will, incidentally, be slightly cheaper this year as it is not a Bank Holiday with it's associated higher labour costs. 'Marshals expenses' includes the provision of 'goody' bags, a scant enough reward for all the sterling work which they carried out on both days. The ''Meeting venue costs' relate to the few official meetings which had to be held, with the London Borough of Bromley for example, where we had to provide a suitable venue and light refreshments, again a small enough cost in relation to the effort put in by the various parties. As a result of the generosity of many individuals, in particular competitors, we were able to donate over £3400 to the Royal London Society for the Blind, and St. Christopher's Hospice, both of whom were extremely grateful and both of whom we intend to support again this year. The inevitable Bank Charges now make an appearance as we had finished our introductory free year and as with Sevenoaks, we have moved to Internet banking to try and allay some of the costs - it would be nice if all the competitors and spectators could pay online! There is a liability of £3,466 in corporation tax and after that is paid we have a net profit of £13,654, some of which has already been spent on this year's event by way, for example on deposits, press releases and of course the newsletter. We are naturally constantly reviewing our budget and the various options open to us whilst at the same time building on what we have achieved so far in the light of comments received. For example we arranged to have the toilet facilities refreshed on a more regular basis, and also the 'mix' of catering outlets was amended to try and make improvements. A note of caution however. As a result of the alteration of the official extended bank holiday to the following weekend it may be that this year we will notice a reduction in attendance and resultant 'flat' budget, especially at such a weather dependant event. It would be a shame, but with the resources from the two previous years I believe we don't need to be too concerned and with the continuing goodwill of the Club and the huge amount of work put in by a relatively small band of volunteers the event will still grow year on year. Let's hope for a good one! Accounts are accepted – proposed by Colin Billings and seconded by Iain Gibson. It was agreed that the existing accountants have continued to advise us well and we will retain them – proposed by Shelly Albrow and seconded by Bill Shewan. The ''Meeting venue costs' relate to the few official meetings which had to be held, with the London Borough of Bromley for example, where we had to provide a suitable venue and light refreshments, again a small enough cost in relation to the effort put in by the various parties. As a result of the generosity of many individuals, in particular competitors, we were able to donate over £3400 to the Royal London Society for the Blind, and St. Christopher's Hospice, both of whom were extremely grateful and both of whom we intend to support again this year. The inevitable Bank Charges now make an appearance as we had finished our introductory free year and as with Sevenoaks, we have moved to Internet banking to try and allay some of the costs - it would be nice if all the competitors and spectators could pay online!
There is a liability of £3,466 in corporation tax and after that is paid we have a net profit of £13,654, some of which has already been spent on this year's event by way, for example on deposits, press releases and of course the newsletter. We are naturally constantly reviewing our budget and the various options open to us whilst at the same time building on what we have achieved so far in the light of comments received. For example we arranged to have the toilet facilities refreshed on a more regular basis, and also the 'mix' of catering outlets was amended to try and make improvements. A note of caution however. As a result of the alteration of the official extended bank holiday to the following weekend it may be that this year we will notice a reduction in attendance and resultant 'flat' budget, especially at such a weather dependant event. It would be a shame, but with the resources from the two previous years I believe we don't need to be too concerned and with the continuing goodwill of the Club and the huge amount of work put in by a relatively small band of volunteers the event will still grow year on year. Let's hope for a good one! Accounts are accepted – proposed by Colin Billings and seconded by Iain Gibson. It was agreed that the existing accountants have continued to advise us well and we will retain them – proposed by Shelly Albrow and seconded by Bill Shewan. Election of Officers Exiting officers: Andy Elcomb – Chairman and Membership Secretary Clive Cooke – Treasurer Chin – Trophy Records Keeper Iain Gibson – Rally Secretary David Balderson – Speed Championship Sue Jessop – Acorn Editor Chris Scudder – Chief Marshall Russell Giddings – Speed Scorer Tracey Niel – Secretary Steve Thompson – without portfolio Rosemary Mead – Social Secretary (joint) Nigel Mead – Social Secretary (joint) Ian Crocker – Webmaster and Competition Secretary Darren Tyre – Press & PR Proposed by Colin Billings and seconded by Bill Shewan. AE gave thanks and appreciation on behalf of the committee and also thanked Colin Billings formerly for all of the work that he has put in for Crystal Palace. Any other business: Colin Billings said traditionally the committee has been rewarded by a meal out paid for in part by the club, Chin said that the Motorsport at the Palace committee should be included – this was proposed by Colin Shipway and agreed by everyone. Chin advised everyone of a forth-coming campaign by Go Motorsport – The Year of the Club. Richard Egger has taken over this campaign and the aim is to introduce taster events that clubs can run without the requirement of club membership. The aim is to make members of the public aware of our events and what they need to get involved themselves. Discussion followed about the difficulties in promoting events that spectators cannot come along to. Leaflets and posters for Motorsport at the Palace were distributed. Meeting closed at 22:50.
Page 1 and 2: THE OFFICIAL ORGAN OF THE SEVENOAKS
Page 3 and 4: Editorial It’s still horribly col
Page 5 and 6: Somerset Stages Rally SATURDAY 20th
Page 7 and 8: S&DMC SOCIAL EVENT CALENDAR (Contac
Page 9 and 10: BRANDS HATCH WINTER STAGES - 12 TH
Page 11 and 12: WHAT’S ON Sat 06.04.13 Tunbridge
Page 13 and 14: Sevenoaks & District Motor Club Ann
Page 15: Starting with the Sevenoaks account
Page 19 and 20: Date Event Status Venue Organiser P
Page 21 and 22: Sevenoaks & District Motor Club Spe
Page 23 and 24: SEVENOAKS SPEED LEAGUE CALENDER 201
Page 25 and 26: SEVENOAKS & DISTRICT MOTOR CLUB SUM
Page 27 and 28: SEVENOAKS AND DISTRICT MOTOR CLUB S

Apr - Sevenoaks & District Motor Club

Create successful ePaper yourself

Delete template?

Save as template?