Finance

• 1. Finance

2. Sue SmithClub Accountant Beyhan Aslan Club Cashier Steve Williams Finance Director Jon PaddisonFinance Consultant Angela Ellicott Accounts Assistant ReceptionVolunteers Justin Quick Management Accountant The Finance Team 3. Exeter City AFC Ltd Finance and Accounting Functions Finance Director Steve Williams Overall control and systems Consultant Jon Paddison In charge of management accounts, budgets and forensic work, reporting to SW and the Board Management accountant Justin Quick Club management accounts, Pride of Devon figures, budgets, reporting to Jon Paddison Club Accountant Sue Smith Control of Sage system processing, standard accounting functions, credit control, cash flow and payroll Chief Cashier Beyhan Aslan Day to day accounts processing and control of all cash systems 4. Budgets

• Why are Budgets necessary

• To calculate monies available to the club and availability to spend per department

• Traditionally prepared early spring for next season

• Pitfalls as per prior years, unknown league results

• Preparation Extract last seasons data, excluding specific one offs events

• Examine new sources of income and cost savings

• Allow for special demands needed such as Pitch replacement

• Make decisions on future stadium repairs and developments

• Football Budget Anticipated Income less Commercial & Operational costs

• Allows Manager to make future decisions on Players

• Proportion monthly targets for cash flow purposes

• On completion and agreement of Directors present to the Board for approval

5. Continued Progression

• Developed Processes

• New guidelines for advanced years budgets

• Control of our finances

• Monthly Management Accounts presented to the Board who then circulate to the Clubs Finance Committee who act on behalf of the Trust

• Target Variance Analysis

• Monthly Cash Flow Forecasts

6. Forecasts Forecasting - The Reasons Cash Flow assumptionsEstimate cash flow forecasts Peaks and Troughs highlightedFlexing the budgets over short or long term assumptionsCarrying Season Costs forward where applicable, such assalaries over income Football related /Stadium Development 7. Growth % over last 5 Years

• Turnover / Football Budget / Overheads

8. For Season 2009/2010 the overall variance on take at the gates was 23,432 (-) However this was only -0.04% loss variance from forecast 9. For Season 2009/2010 the overall variance on gate payers was an increase of 2579 persons to forecast figures making 0.03% increase The particularly low gates were for Swindon, Carlisle and Bristol Rover rearranged games The particularly high gates were for Brighton, Leyton Orient and Huddersfield games 10. Customer Data 11. Average Debtor Days Taken to Pay 12. Comparison of Local to National Figures 2009/10 13. Supplier Data 14. Time Spent per Week on each Department 15. Time Spent per Week on each Department 16. SalesProcess

• Reception Point of SaleDatabase RecordingDaily Report

• CashSafeCash recountSecuritasBankPeriodic Safe Checks

• ChequeBank ListBanking

• Credit Card Daily Z ReadNumerical receipt checkCredit card Statement

• Online Payment Daily Report check

• Standing Order Bank Data logMatch Statement

• All payment methods Product AnalysisSage AccountsBank Statement Check EOM Reconciliations Funds transfer to Trust & Subsidiaries

• Invoice request Customer Order NumberRaise Sales InvoiceAllocate Payment by typeSend StatementChasing LetterLegal Solicitors LetterCourt Claim

• Additional communication processes have reduced the debtor payment days and improved customer relations

17. Match Day Process

• Ticket Sales Online Email AnalysisBank StatementSage

• Gate Sales Cash Sales ProcessTicket / Cash Count

• Match Day AnalysisTicket Salesby typeProgramme Sales

• Match Day PaymentsAnalysisReconciliation

• Football LeagueExtranet updateLevy PaymentSage

18. Other Processes

• Purchase Process Purchase Order RequestDelivery NoteMatch InvoicePayment AllocationStatement CheckRecharge DepartmentsInvoice Request

• Additional implementation of Football Budget Controls centralised by Football General Manager

• Monthly Process Reconciliation ChecklistJournals

• AdjustmentsSafe CheckPayroll and HMRC submissions

• Management Accounts PrepareAnalyseCompare to BudgetsInvestigate DiscrepanciesCirculate & Question Department HeadsAgreeFinalisePresent to Board of Society

19. Goals & Aims

• Strive to continued growth in all areas

• Retaining the club individuality of Trust ownership

• Accuracy & Transparency

• Continued good communication & customer service levels

• Increased IT abilities for ease of operations and tighter controls