Apolyapes" Scout Campsite AGM 3:30pm 12111123 Polyapes Scout Campsite Cobhiyn. Swrey ## **POLYAPES MANAGEMENT COMMITTEE** ## **ANNUAL GENERAL MEETING** ## **Sunday 12[th] November 2023** ## **3.30pm held at Polyapes Campsite** ## **AGENDA** 1. Apologies for absence 2. Approval of 2022 AGM Minutes 3. Matters arising ## **4. Reports:** - Treasurer – Annual Report & Accounts - Wardens – Simon and Hannah Clarke - Chair – Chris Daley ## **5. Appointment/Election of Officers:** - Independent Examiner of Accounts – Peter Runacres 6. Thanks, and Closing Remarks – DC’s 7. AOB 8. Date of next Polyapes AGM – Remembrance Sunday 2024? ## **Polyapes Management Committee** ## **Minutes of AGM – Sunday 13th November 2022 @ 3.30pm - held up at Polyapes Scout Campsite** ## **Present** Andrew Burns – DC Team Esher, Stewart Nash – DC Royal Kingston, Neil Findlay – Polyapes Royal Kingston, Simon & Hannah Clarke – Wardens/Polyapes SASU, Chris Daley – Polyapes Chair and Esher, Dave Weedon – Polyapes Royal Kingston, Barry Hitchens – Polyapes Treasurer and Esher District, Carole Needham – Esher Appointments, David Saunders – Esher Training Administrator, Polyapes SASU members: Steve Myatt, Andy Creasey, Laurence Chenery, Graham Myatt, Camille Lobjoit; Kevin Browne – Military Vehicles, Steven East – Visitor, David Voice – Visitor, Rev. Frances Trickey – Vicar St Andrew’s Oxshott, Lisa Cross – Polyapes Secretary and Esher District. Chris Daley, Chair of the Polyapes Management Committee welcomed everyone to the meeting and thanked Frances Trickey for taking the Remembrance Service and leading the singing so well. The Service had been held just ahead of the AGM. ## **1) Apologies for Absence** Hugh Gostling (DC – Esher). Mark Aulds (DC Team Esher), The Dittons Group (Esher), Weston Green Group (Esher). ## **2) Agreement of Previous Minutes** Proposed by Chris Daley All attending – in favour ## **3) Matters Arising** None. Chris then handed over to Barry Hitchens for the Treasurer’s Report. ## **4) Reports** **Treasurer’s Report** – Please see the AGM Brochure for the full Financial Report and Accounts. Barry highlighted that all the figures were in the brochure – including the Statement of Assets and Liabilities, Receipts and Payments up to the 31[st of ] March 2022 and then comments on payments and expenditure. We had received £10,667 from the Government in respect of the Covid-19 which was the standard amount for charities. We had also received another couple of Grants totalling £1,485 which included £1,000 toward developing a wildlife garden but all were related to improvements to the Site. Camp fees make up the largest part of our income, and the shop has been reestablished to sell badges, sweets etc. There will be more information available next time, including more details on the income from the activities. The fees we received from the Hutchison 3G Mast were based on a 20-year contract that expired on 31[st] December 2021. Negotiations are currently underway, but due to the Government restrictions it is likely that we will receive a lot less than previously – probably more like £2,000 to £3,000 p.a. Costs for the Site were about £30,000 – and the smaller amount in the previous year was due to the close-down of the Site. OSM (Online Scout Manager) – the online system is the only real administration costs which collects the camping fees. It does cost 3% of the income in fees but does provide the information we need. We had spent almost £30,000 on improvements to the Site, and further details can be found of all the projects in the Wardens’ Report. The final assets for the year ending 31[st] March 2022 were £38,406. The ongoing policy is that we keep 6 months of running costs in reserve (approximately £30,000) but the Covid-19 situation proved that it was very difficult with running costs, and a new policy may need to be considered. No questions were put to Barry in respect of the Accounts, but a question was asked as to why we didn’t just get rid of the Mast if it wasn’t going to be profitable, and if there had been changes in legislation. Chris explained that effectively the telecom company had an automatic right to a lease extension, and that he had spent a lot of time over the last couple of weeks looking into it all, and that the changes in legislation really made it difficult to change or amend items. Consideration had been made to write to our local MP. Chris thanked Barry for all his hard work as Treasurer, and thanks were also passed to Peter Runacres for auditing the Accounts too. The Accounts were proposed by Andrew Burns and seconded by Neil Findlay and accepted unanimously. **Wardens’ Report** – Please see the AGM Brochure for the Wardens’ Report and the 3 pages of photos at the end of the Brochure which highlight the work completed by the Wardens’ and Polyapes SASU, and the people this includes. Simon pointed out highlights from the Wardens’ Report: - Warren Building – had been boarded and sealed. - The Site has a resident Red Kite - Installed Holiday Bus - Built the Range – can be used for various activities. - Refurbishing the main toilet block - It had been a real pleasure to see one of the disabled children having a great time on the radio control cars. - 233 nights of camping for 4895 Campers with 5091 day/evening visitors. - Lots of other people using Site too – such as re-enactment, military vehicles etc - Had sourced a guttering Grant. - Toilets – these previously used to heat water 24 hours a day but due to improvements we now have more control over the heat. A special thank you to Laurence for spending so much time and effort in improving the toilets. - Bookings – busy than ever been. Hannah added that they couldn’t do all the work up at Polyapes without the SASU, and they deserve a huge thank you for all their efforts and the time they give up. However, more volunteers are required even if it is just for a few hours. No questions were put to the Wardens. Chris then said an enormous thank you to Simon, Hannah and all the Polyapes SASU – the toilets are a huge improvement and heated too. He said that the thanks are from the whole of the Polyapes Committee and all the users of the Site. Adult Awards were then presented by Chris to the following: **Simon Clarke** – 15 years of Service Award **Avril Lobjoit** – 30 years of Service Award (taken by Simon and Hannah, and Chris requested that our thanks be passed onto Avril) **Laurence Chenery** – Commissioners Commendation for Good Service **Stephen Wyatt** – Commissioners Commendation for Good Service **Andy Creasy** – Commissioners Commendation for Good Service On behalf of the Committee, Chris passed on our Congratulations to everyone and thanked them all for their time, effort, and hard work. **Chairs’ Report** – Please see Report from Chris within AGM Brochure ## **5) Election of Officers** **Chairman** – Chris Daley Proposed by Stewart Nash Seconded by Andrew Burns All attending – in favour **Secretary** – Lisa Cross Proposed by Chris Daley Seconded by Hannah Clarke All attending – in favour **Treasurer** – Barry Hitchens Proposed by Dave Weedon Seconded by Carole Needham All attending – in favour ## **Independent Examiner** – Peter Runacres Proposed by Barry Hitchens Seconded by Andrew Burns All attending – in favour Peter had been hoping to make it up to Polyapes today, as he had not physically been up to the Site previously but was still willing to do the independent examination of our accounts. Thanks were passed to both Barry Hitchens and Peter Runacres from the meeting in respect of their hard work with the finances for Polyapes on behalf of both Districts. ## **6) Thanks, and Closing Remarks** Andrew then said a huge thank on behalf of both Owner Districts – Royal Kingston and Esher to Simon and Hannah, and the whole of the Polyapes SASU Crew too. He said they really put the life in Polyapes and had kept the same atmosphere of being a traditional campsite with Scouting Skills, but with the new range of activities it had improved the Site so much. He added that every time he had visited the Site, Laurence had either been in or around the toilet refurbishments and had made a huge donation of his time to the improvements. He then added that both Wardens’ children should be considered for an Award too, due to them spending so much time on Site as a family – many thanks to all the Clarkes for allowing Simon and Hannah to be onsite as much as they are. ## **7) Any Other Business** None Meeting closed at 3.55pm ## **Chairman’s Report 2022/23** Following the major problems related to the Covid 19 outbreak in the previous period report, the year 2022/23 saw the site return to more typical usage. As Groups and Districts got back into the swing of normal Scouting, we saw a major increase in camping and other activities at the site, which was really encouraging to see. Last year also saw some major improvements undertaken on the site, mostly undertaken by the service crew. The main toilet block was completely modernised with new plumbing and a new water system. The Mowgli toilets were also renovated. I am sure all users of the site have appreciated these updated facilities. Improvements to the activities on site in the last year have included the installation of the cave bus and the building of the radio-controlled car track. Both these items have been very well received by users of the site, and these joined the other fairly new attractions like the archery and tomahawk ranges. Simon and Hannah Clarke and the rest of the service crew have done a fantastic job at Polyapes undertaking so many improvements projects, as well as carrying out the normal regular maintenance of the site. The Trustee Committee of the site and the users of Polyapes owe them a very big thank you for all their time and effort. I would also like to thank the members of the Trustee Committee for their hard work on behalf of the site over the past year, and especially to Barry Hitchens our Treasurer and Lisa Cross our secretary. I would also like to say a special thank you to Andrew Burns who will soon be stepping down from the Committee when the new DC team takes over in Esher. Your help and advice over the last few years has been greatly appreciated. Chris Daley Chairman of the Trustees Committee ## **Wardens Report 2022/23** Our first full year past covid, and it’s been a busy one! a few stats to start you off… **152** hours of Instructor led Activities **6971** YP attending the campsite, be it day visitors, mid-week bookings or camping **7105** nights of camping provided to YP. Our service crew have worked hard this year on the following projects. - Toilet Block Refurbishment - Mowgli toilet Refurbishment - Started the prep for our Wildlife and Sensory Garden. - RC area expanded and fenced off, - installed a covered area in the crew yard. - replaced many bulbs for LED’s. - new path to reception - several crew members completed activity training. - went into a partnership with wildlife aid to rehabilitate and release wildlife on our land. - insulated the warden’s hut. - Welcomed the new site puppy (Peg) - Fixed many many toilets. - Tree and grounds work - - Install two more rentable shipping containers. The main toilet block took a year to complete, it is now up and running well and should last many years to come. 2023/2024 looks to be our busiest year yet and we are really looking for more crew members, especially those who are willing to run activities, we will happily put you through the courses required to help us keep these activities available for our young people! None of the above would have been possible without the support of our service crew, they give up many hours and weekends between them to keep the place running and improve facilities so that the site is available for young people to enjoy for years to come, please come and speak to us if you have any spare time that you could give, we can find jobs for anyone to do! Finally, I’d like to thank everyone who uses the site and all the positive feedback we receive, Polyapes is your site, we are just keeping it going and trying to improve what we have for the generations to come, without your support and utilisation of our site, this would not be possible. l bLUU I b AbbULIAI IUN VULYAVtb bLUU l LAMVbl I t Statement of assets and liabilities at the end of the year 31st March 2023 Unrostrlcl• d funds 1st April 2022 Cash funds Nat West Bank LLOYDS BANK 13,654 12,482 18,775 Bulthng sotAety ￿lI￿j[rt The Scout Association Short Temi Investment Servi 100 100 250 Total cash funds Other monetary assets Dtrb15 due from IDSUrar￿ daim 1.807 Prw in8UtarKe atwj Inrfi•l hygBne 5eryio¥6 Subtotsl Inveslmont a$sots Invethgent prortrty- (*tail Qwled 1rweslJn￿is Sub totsl Non monetary assets for charity's own use Bad e stock Slw ￿0d1 Scoutiry qqu*pmenL lumiture d¢ 400 Sub totsl Liabilities Accounts not yel paid SES Water Extenses ir￿￿j bjt rKrt Other1￿￿￿￿$ Sub totsl NET ASSETS AT END OF YEAR ContlngMt Ilabllltkns and ftrtur• obligatlon• The above receipts and payments account and Strt￿l of assets and liabilities wern approvod by the Trustees on Xth X 21XIX (the dat¢ of the Ex•cutiv• Commltteo moeting that appm¥8d tho accounts) and signed on thelr behalf by Print Name l Ht bLUU I b AbbULIA I IUN VULYAVtb t>LUU I LAMVbl I Receipts and Payments Account For the oar from 1st April 2022 To 31st March 2023 Receipts and payments 2022 Recurrin ratin Costs Site eneral maintenance Tele hone & Internet Utilities Licenses, ins ections & Securit Cleanin Ilnitial Insurance Cess Pit 9,974 361 9,974 507 2,455 5,549 3,261 488 10,329 731 906 5,063 1,605 Sub total Water Dama e - Insuran￿ claim Le al fees - Mast AGM,OSM and trustee ex 1,273 2,015 enses 1,135 Sub total 4.129 rovem Mow li shower Fencin Shootin Bus Crawler track Containers refit Main toilet block ment defibulator Alarm s stem Water Dama eRid eLoo Main Gate dama e-indis General electricals Tree control moths) Warren Garden 623 334 530 527 ran 385 1,411 1,336 7,798 2,608 1,529 3,180 1,324 2,090 1,323 25,801 4.314 759 ute 4,636 1.068 372 162 Sub total Activities - Ran e, Crawler, Cave Bus 5.621 32 602 Containers for rental Sub tot•1 Total Gmss Expenditurn l bLUU I b AbbULIA I IUN VULYAVtb bLUU l GAMVbl I Receipts and Payments Account For the •ar Irom 1$t Ap￿1 2022 31st March 2023 Receipts and payments 2023 2022 Unrestricte d funds Unrestricted lund8 Recei Donations, ￿cte8 a*d slmilar in¢om8 IAembershipsubscnpboThs Less mem￿lP Subs(￿phon5 paKI Dn (Nalwa￿Ou￿tyIAre*D￿￿) Nel membèr¥lip retalned Donations L¢g•c ft￿0 Covid- 19 rants 10,667 Sub total Grants M4interwace Dlhergrants 2.695 1.485 Sub total CAMPING FEES Scouts & Guides Non-scoutin Sho Contsiner Rent 38,914 23,985 2,329 811 Sale ol Tiai 350 Sub total Inve51ment ifThX Bank Interest The Scoth A5xK¥lW￿ Short Twm Investment SeTw¢e Hutchinson 3G Wir8l•ss N 11,172 11,013 Subtotal 11,172 11.013 Total Gmss Income Insurance Claim Total recwpts ## **Treasurer’s Report to the members of The Scouts Association Polyapes Scout Camp Site . for the year to 31st March 2023** Barry Hitchens Treasurer tcam Cha Nurnber 1044613 fPol ut oort to trustees on my examination of the accounts oflhe &K)ve ¢thanty for the y lo 31st Mwch 2023 are set out on the p8ge5 attathed. A5 the charivs trustees, you responyble lor the prep8ralion of the a¢¢(wnts in accorda￿ wlh the requirefflent5 of the ChaiitE5 Act 2011 (the Acll I ferKKI in resy*tt of my examination ot the Trusys a¢cwnls ￿nIe{l oul untlef section 145 of the 2011 Act and in carryina out rnv examinalw)n. I h8ve followed 811 the applKable DIr￿tiOnS gwen by Ihe Charrty CommLSSK)n urKJer se¢tK)n 14515Hbi ol the Act nt Exlrnln In have comp￿ted my eXamina￿.0n I confim that no rnalefièl matters have ccxne to my altenth￿ in connecbon the examination gwes rne cause to believe that in. any material respect al Ihe accounting te¢ords were tK)t kept ￿ accord3[￿ with 130 of Ihe Charitie5 Act t bl the accounts not compty wrth the accounl¢ng records or I the accounts dh1 not tt>mpty with Ihe applicable r4uirements (x>neeming the form and cthtent of counis Sei oul In the Charrties IAc¢ounls and Repottsl Regulat￿6 2008 other Ihan any requirement th81 the acwjnts give a'true and lairf view Is ￿t a matter tons#1ered as of ￿¢ independent examination 1 hav8 no COr￿mS and have corne other matters in C￿ne¢1￿)n wrth the examination lo ich attentK)n 51knJld be dr￿￿ in Ihis reLY)rt in order to L¥OF• underslaNJing of the a￿oUnts to ￿ reached. L_ Peter Run8cres- Chartered Accounwnl 8 Waklegra¥e Roal. Brc#nley BR12JP olyapes Scout Campslte c¢bh￿, ## **MANAGEMENT COMMITTEE REPORT AND ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2023.** Polyapes is a registered charity (1044613) that provides and maintains the camp site and buildings. The site was acquired in two separate transactions, in 1928 and 1937, by trustees acting on behalf of the then Kingston on Thames Boy Scouts Association (the “Founding District”). The purpose of the acquisition was that the site be a camping ground. There being no evidence of an original trust deed or appointment of trustees in 1928 or 1937, in order to regularise the ownership of Polyapes, trustees were first formally appointed in 1948 when the Founding District was reconstituted into four separate Districts, namely Kingston, Malden & Coombe, Surbiton and Esher (“the Original Owner Districts”). In the period since 1948, further reorganisations have occurred and the Original Owner Districts are now reduced to two, namely Royal Kingston (incorporating, after intervening reorganisations, the District of Kingston, Malden & Coombe and Surbiton) and Esher (‘the Current Owner Districts’). The current trustee of the site is the Scout Association Trust Corporation (‘the Current Trustee’), having been appointed on 5th February 2018 and is duly registered at H M Land Registry under the number SY780840. The Original Owner District together with the Owner Districts, following subsequent reorganisations, managed Polyapes through a management committee appointed in accordance with the constitution and rules in place. The powers, duties and rules have been governed by the constitution since 1975 or thereabouts and amended from time to time subsequently. The last such amendment was in 2004. Polyapes is registered with the Charity Commission with the number 1044613. For Charity Commission purposes, the management committee officers for the time being, namely the chair(s), treasurer and secretary are considered as trustees of Polyapes. Where there is a vice chair or there are joint chairs, then the persons in those offices shall be considered as charity trustees. The objective of the charity is to provide a natural space for scouts and other young people to camp in unspoiled surroundings. The governance of the charity is provided by a management committee made up of appointed representatives from Esher District and Royal Kingston District. Traditionally, the management committee is confirmed at the Annual General Meeting of Polyapes annually. The management committee meets 4 to 6 times a year to oversee the running of the site and to set policies and guidelines for decision making by the warden and the bookings secretary. ## **Trustees during the 2022-23 reporting year were:** Chris Daley Committee Chair Lisa Cross Secretary Barry Hitchens Treasurer Simon Clarke Warden and Bookings Secretary Stewart Nash Royal Kingston District Commissioner Andrew Burns Esher Deputy District Commissioner ## **Bankers** National Westminster Bank Plc, 10 Victoria Road, Surbiton, Surrey KT6 4JY and Lloyds Bank plc, 15 Blackheath Village, Blackheath, London, SE3 9LH. ## **Independent Examiner** Peter Runacres (F.C.A.), 8 Waldegrave Road, Bromley, BM1 2SP ## **Risk Assessment** The trustees maintain an on-going assessment of the major risks confronting the charity that might restrict its ability to meet its objectives. Specific risks include the ability to maintain buildings to an adequate standard to meet changing health and safety standards and to keep the site secure both when occupied and when not. The Management Committee regularly reviews current regulations and the status of the buildings to ensure compliance with regulations and to identify and commission repairs and improvements to buildings. The site does not employ permanent staff. To operate an effective camp site requires considerable commitment by volunteers. There is a constant risk that the demands on volunteers will exceed the needs of the site. The Management Committee continues to explore the facilities available through the wider Scouting community to attract competent volunteers to meet the needs of the site. ## **Reserves Policy** It is generally accepted as a rule of thumb, that charities should hold sufficient reserves to allow the charity to operate for 6 months without income as a contingency fund to enable the charity recover from a major disruption or to close should that be necessary. At year end the charity had £33,235 in reserve. Six months operating expenses are generally £25,000. ## **Investment Policy** The charity generally does not have sufficient funds to invest in longer term investments. All funds are held in cash or “at call” short term investment with The Scout Association