Apolyapes" Scout Campsite AGM 3:30pm 10111124 Polyapes Scout Campsite Cobh(Yn. Swrey
POLYAPES MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING Sunday 10 November 2024 3.30pm held at Polyapes Campsite AGENDA Introduction and welcome Apologies for absence Governance toptcs Approve the Minutes of the Polyapes Annual General Meeting held on Sunday 131h November 2023 b. Note the financial year for Potyapes Management COMMItteerUStees c. Confimi the number of Members that may be appointed to the Management Committeetrrustees d. Discuss the quorum for future Meetings of the Management COMMItteerUsteeS (excluding this AGM) e Matters Arising Review of the previous yearlReports Treasurer- Annual Report & Accounts Wardens- Simon and Hannah Clarke Chair Chris Daley AppointmentlElection of Officets: Chair- Chris Daley Treasurer- Bary Hrf(thens Independent Examiner of Accounts - Peter Runacres Appointing any ¢ther Members of the Management COMMItteerUsteeS AOB Closing Remarks -Date of next Polyapes AGM - Remembrance Sunday 2025 Polyapes Management Committeerrrustees Minutes of AGM- Sunday 13th November 2023 @ 3.30pm - held up at Polyapes Scout Campsite Present
Chris Daley - Polyapes Chair and Esher, Simon & Hannah Clarke- Site WardenslPolyapes SASU, Andrew Burns- DC Team Esher. Neil Findlay- Polyapes and Royal Kingston, Polyapes SASU members: Steve Myatt. Andrew Creasey, Laurence Chenery {Laul?), Camille Lobjoit. lain Lobjott, Anne Clarke, Amy Clarke, Steve Amiitage. Kevin Browne- Military Vehicles, Steven East- Military Vehicles, Julie Findlay - 1° Hook and County Chair, Tom Wilkinson - Dittons and Esher District, Roger Umney - Esher District, Lisa Cross- Polyapes Secretary and Esher District. Chris Daley, Chair of the Polyapes Management CommÉtteelTrustees welcomed everyone to the AGM meeting and thanked Rev Dr Mike Branscombe (St Andrew's Church in Cobham) for taking the Remembrance servi which had been held just ahead of Ihis AGM. 1) Apologies for Absence Stewart Nash - DC Royal Kingston, Dave Weedon - Polyapes Royal Kingston, Barry Hitchens- Polyapes Treasurer and Esher District, Carole Needham - Esher Appointments. 2> Agreement of Previous Minutes 2022 Proposed by Chris Daley Approval by Simon Clarke and seconded by Andrew Creasey. All attending - in favour 3) Matters Arising None. 4) Reports Treasurer's Report- Please see the 2023 AGM Brochure for the full Financial Report and Accounts. Unfortunately, Barry Hitchens (Treasurer) hadn't been able to attend today due to being out of action following an eye operalion - best wishes were sent for a speedy recovery. Chris pointed out that income for the Sff(e was up on last year and advised everyone to look at the Brochure for the full facts and figures. Andrew then highlighted the Camping Fees (page 3 of the Accounts) which showed an income for 2023 of £63,782 against £34,233 for 2022 - and paid credit to the efforts of the WardenslSASU and for the hard work in sales in the tuck shop along with badges and for the rental of the containers too. He also menttoned that we would be losing the income we previously had from Hutchinson 3G due to the changes in legislation. Lots of money had been re-invested back into improvements to the Site and mentioned the toilets and fencing projects in particular. He said a huge thank you to the SASU members who had Completed the work- they spend all week doing their trades, and then came up to Polyapes at the weekend to complete more of the same. It was greatly appreciated. No questions were asked in respect of the Accounts. 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 for approval by Hannah Clarke and seconded by Neil Findlay
and accepted unanimously. Wardens, Report- Please see the 2023 AGM Brochure for the Wardens, Report which highlight the hard work completed by the Wardens, and Polyapes SASU. Simon pointed out highlights from the Wardens. Report: Had been the first full year post COVID. Had provided over 150 hours of instructor led activities. 6,971 young people had visited the Site. 7.105 nights of camping provided to young people. Toilet Block refurbishment- Wtth a huge thank you to Laurence who had spent every weekend for a year on the toilet improvements and work. Hannah had designed the Wildlife and Sensory Garden - and the vegetabS that had been grown had been put lo good use during the Christmas meal. RePlad bulbs for LEDS. New path to reception. Crew members achieving Activity Permits- such as Air Rifle Shooting. Have got wildlrfe - foxes onsite. Insulated loft in the Wardens Hut. Welcomed the new site puppy (Peg). Still fixing the toilets non-stop- need to try and stop people from climbing on Iheml Trees- Ash die back- retnoving some of the trees cuently. 160 trees onsite will need felling - and whilst not an issue for people camping. they will need to be deatt with. Simon said a huge thank you to all the members of the Polyapes SASU - they give up a lot of their own time and lots of weekends putting in a lot of effort. He also stressed that Polyapes needs more support from the Owner Districts, as most of the current SASU are from outside the Owner Districls. There are 6 regular Team Members. so they really need some extra help. Hannah also added her thanks and said that the Polyapes SASU were awesomel She added that she couldn't really thank them enough. She backed up the need for further volunteers and highlighted that there was a variety of jobs including things like gardening and different levels could be found for anyone. No questions were put to the Vvardens. Chris then said an enomious thank you to Simon, Hannah and all the Polyapes SASU - for all the improvements, Ihe addrtional activities they run and in the general management of the Site. He said that the thanks are from the whole of the Polyapes Committee as well as all the users of the Stte. He acknowledged the point about the Owner Districts and help being required and Chris will take this back to Esher, with Neil taking it to Royal Kingston. Andrew did suggest about getting some Scout Network actrvitieslprojects as another way of getting help. The need to advertise these sorts of things to ExplorerslNetwork within the Owner Districts was highlighted. Plan to have a Polyapes Open Day on 7 April 2024. Chairs, Report- Please see Report from Chris within AGM Brochure- he did say that he wouldn't go through everyihing as the Wardens had highlighted all the good work they had been undertaking. 'age
5) Election of Officers Andrew then made the following proposals for Chairnian - Chris Daley Secretsry- Lisa Cross Treasurer- Barry Hitchens Independent Examiner- Peter Runacres There was a unanimous approval for all the Officers by those present. 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 advised Ihat he was stepping down as Deputy District Commisstoner for Esher, and a new District Commissioner Team will be coming in and therefore a new member will be attending on behalf of Esher District. Neil added his thanks to Dave Weedon for being a member on behalf of Royal Kingston and to Stewart too - he does the District Commissioner role and has limited resources, and Neil tries to cover where he can. He added his thanks on behalf of Royal Kingston to Simon and Hannah and to the whole of the Potyapes SASU Crew too. Chris than added his personal thanks toAndrew for his advice and knowledge on the legal side of things and said that he would be missed but that he had been enomiously importanl to Polyapes. 7) Any Other Business None Meeting closed at 3.53pm. Polyapes Scout CnPsIte Swrey 51 Page
Treasurer's Report 2023124 Treasurer's Report to the members of The Scouts ASslatIon Polyapes St Scout Camp Site for the year to 31 March 2024 RECEIPTS: Polyapes Grants and Donations: £2,190 (2023 - £2,695) Our SASU team has generously provided services to various users of the site and these users have shown their appreciation by giving us donations ranging from as little as £10 to £2,1501 Camping Fees: £70,20412023 - £63.782) The site is offering a wider range of services than ever before. Stte camping fees and activty fees are approximately the same as last year (2024.. £54,954 - 2023: £55,033) but the shop revenues have increased by £1,000 (2024: £3,488 - 2023.. £2,329) and rent of 6 of the 10 containers that we are leasing contributed £5,000 more than last year (2024" £11.7662 - 2023: £6,420). The profit margins for activities and the shop are approximately 50 /0 each with the containers generating closer to 660/0. At year end we have taken almost £10,000 in deposits for future bookings, which reflects a potential gross camping fee income for 2024-5 in excess of £80,000. Hutchison 3G.. £2,750 (2023 - £11,172) The Hutchinson 3G contract covering this income was signed in April 2002 and ran to 31st March 2022. Negotiations to renew the contract have been protracted and aciimonious. In the interim, the agent has paid us fees in line with the temiinated contract. The new contract provides us with fees of £2.750 per annum for the next 10 years with cost-of-living adjustments every 3 years. Legal costs related to the renewal were £3,215 being in excess of the first year's fees (£1.200 this year and £2,015 in 2023). EXPENDITLIRE Recurring Operating Costs: £49,147 (2023 - £32,081) The almost 50010 overall increase in running costs of the site is across all cost centers. General maintenance is twice last year's costs (2024: £12.472 - 2023.. £6,010) and will continue at around £10,000 to £15.000 a year for some time to come. Electricty is over 1000/0 more than prior years, (2024" £7.617- 2023: £3,458) reflecting bolh huge industry wide rate increases and heavy usage to heat the ridge toilet block during winter. We are exploring how to reduce this specific usage increase Insuran cost increase12024: £7,543 2023.. £ 5,549) reflects a reevaluation of replacement costs for the buildings. Our expanded SASU team requires sustenance while working on site plus appropriate clothing and training for the jobs undertaken. This has cost £8.039 this year (2023. £3,965). The Cess Ptt remains a cause for concern. At some stage in the future, we will need to address a different solution to the disposal of liquid waste. 61 jage
Administration Costs: £2.000 {2023 - £4.129> Excluding one-off items (mast renegotialions legal fees - £1,200) the cost of running the OSM invoicing system is Ihe only administration cost this year (2024: £800 - 2023: £810). Other Expenditure- Major Improvements: £29,337 (2023 - £39.615) I leave ti to the warden to elaborate on the wide range of major projects undertaken by the team over the last 12 months. The most expensive project was the control of trees, but many other projects required svJnificant manpower not necessarily refiected in the costs incurred. Activities: £4,162 {2023 - £5,621) The cost of maintaining the Crawler cars and the range have been minimal this year. The cave bus is costing £2,600 a year running from October to October. It remains to be seen if it turns out to be a good investment. We share 50150 the fees for the Holiday Bus. OVERALL The site began the year with reserves of £33,235. We spent £13,732 (2023". - £5,171) more than we received in the year, leaving us with reserves of £19,503 at the end of the period. This represents a little under 25 % of total expendrture in 2024. The trustees reserve policy is to have 6 months of running costs in reserve and to begin building a designated reserve to replace buildings, being 10 % of site fees per year. We do not meet this objective on 31 March 2024. st 7 | Page
THE SCOUTS ASSOCIATION POLYAPES SCOUT CAMPSITf Statement of assets and liabilities at the end of the 31st March 2024 ear 1st ADril 2023 Unrestrictsd funds ljnreslrictt fur.ds Cha Rtg. No. 10146131 Cash funds Nat Wesl Bank Lloyds Bank The Scout Assouabon Short Term Investment Service 13,654 14.075 17.59" 10f Shop float 300 251 Total cash funds Other monetary assets OverpaKI Inv<y¢&relvnth Tr May Prepa¥J (n5uiarice aj Sybal Iwerte sep115 Sub totsl Investment assets .. Othr&r.'nYe51TTTrLYlts . det811 Sub total ' Non monetary assets for chartty's own use Shop stock 401 ScoulÈng eqWr¥Il. fyfnslwe eL oiher Sub total Liabilities Ac.-.rJ41S r.'IY. ftl p• 9.4SO 500 4.30: 1,001 ubirtltrs vel paKI Sub totsl NET ASSETS AT END OF YEAR Charity Reg. 140. 11J446131 Conlingent liabilities and futura obligations The above receipts and payments account and ststemerrt of assets and Ilabililies were approved by the Trustees on Xth X 200X (the date ol the Executive Committee meeting that approved Ihe accountsi and signed ofi their behalf by YrT454 arTie 81 Rage
THE SCOUTS ASSOCIATION POLYAPES SCOUT CAMPSITE Receipts and Payments Account For the ear from 1st April 2023 To 31st March 2024 Receipts and payments I Chanty Reg Ilo. IOM6131 2024 Unrestricted fund$ 2023 UTrr8$trlctèd Recoipts Donations. legacies arsd slmilar I0 b[sIp 5uiKgXPtws Donations Sub totsl Grants Qther 9rar 2,190 2,695 Sub total CAMPING FEES Scouts & Guides Non-scoutin Activities - Ran Sho Container Rent 33,485 13.439 8,030 38.914 16.119 e, Crawler, Cave Bus. Holida Bus 2.329 6,420 11,762 Sub tL)tal Investsnent Énc¢)rne Hutchinson 3G 2.750 11,172 Sub total Total Gmss Income Insurance Claim Totsl re¢eipts 9 | Page
THE SCOUTS ASSOCIATION POLYAPES SCOUT CAMPSITE Receipts and Payments Account For tho year from 1st April 2023 To 31$t Ilar¢h 2024 Receipts and payments l Charity Reg. No. 10446135 2024 2023 UnrÈstrlctèd fun(55 Recurrin ratin Costs Site eneral maintenan Utilities, cleanin & licenses Insuran SASU 12.472 21,092 7,543 8,039 6,010 16,557 5,$49 3,965 Sub total Water Dama e - insurance daim Le al fees - fvlast AGM.OSM and trustee ex Sub tot• 1,273 2.015 1.200 800 nses ma.or Im rovements Mo li - shower Fenan Boiler re Bus Containers refit Main toilet block uipment Alann s stem Oxshol shed Hel Out Da na Tree control Warren Garden 1,517 2,785 2,727 623 334 laced 385 1,323 25,801 4,314 759 6,220 222 567 1,323 11,490 214 2,272 moths 4,636 1,068 372 Sub total Aclivities - Ran Sho &Bad Containers for rental Sub tot41 e. Crawler, Cave Bus, Holida Bus 4.162 5,621 32 1,342 3,791 Total Gn)ss Expenditure Net ofreceip(paYThntsj Cash fundi last year end 38.406 Cash funds this year end
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Wardens Report 2023124 a few stats to start you off (a bit like last year) 181 hours of Instructor led Activities 350+ hours of self-led activities 7454 YP attending the campsite, be it day visitors. mid-week ly)okings or camping 11142 nights of camping provided to those staying at Polyapes (56°k increase due). Our service crew have worked hard this year on the following projects. Installed our sensory and wildlife garden project Extra RC tracks in the woods Planted saplings and trees Installed more signage Moved the wood piles Got more on site self-led aclivth"es. Installed new fencing to the front and rear of site Replaced more ageing electrics and consumer units Several crew members completed acb.vrty training, allovring us to offer more activities. went into a partnership with wildlrfe aid to rehabilitate and release wldlife on our land. Fixed many many toilets. Tree and grounds work This year has been very busy but when you try to put it down on paper. it doesn't sound like much! The crew have been fantastic and are always around to help out, whether it's a blocked toilet. burst pipe or broken toilet seat, Laul {my right hand man.) will always appear and help, and for that I'm ever thankful. The rest of the crew appeared when we had a fallen tree in January that crossed the public foot path to the back. it took several of us wtih chainsaws to tame the beast. allowing the public safe access again, with all of us doing this after work on a Wednesday evening, in less than brilliant conditions! The Kings (xJronats"on weekend all(wd us to run "the Big Help Our which had lots of people from the local communty and wider spread scouting come and help us plant the sensory and wildlife garden. which still needs lots of work but is getting there. We have had a huge issue wrth Oak processionary moth and have had to have all of our oak trees sprayed, which has cost several thousand pounds and will likely have to be done every year or other year, we have also had around 50 trees effected by Ash Dieback and have had the dangerous ones felled and others we are keeping a close eye on. however they do not pose a risk to our campers currentty and will be dealt wtth over the next year. Some of our Crew attended the national outdoor expo to get some ideas for site and a great Vkend was had by alll The Wardens are currently looking at the viabilty of moving in to the crew hut and creating more accommodation space for crew members, this would allow us to give more time to the site and give the site some additional income which we believe could be very useful! None of the above would have been possible wthout the support of our amazing crew, they gÉve up many hours and weekends beeen them to keep the Pla running and improve facilFknes so that the site is safe and future proofed for our yourw people. 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 {and even negative) feedback we receive. Polyapes is your site. ¥ 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. Polyapes Simon & Hannah Clarke Chairman's Report 2023124 It is again a privilege to write few words for the annual report especially as the last year at Polyapes has again been such a positive one. The use of the site remains high. and the range of activrties offered continues to expand. The King's Coronation Big Help OLrt day in May 2023 was a great success at the site. Volunteers came from both owning Districts and from a good selection of other local Districts and Counties. There were also a few local non-scouting volunteers. Most of that day's effort was PLrt towards completing the wild garden. which is flourishing and is sts-ll growing an interesting selection of plants. herbs and vegetables. Other green initiatives on site have included installing compost bins for food waste and grass cuttings. and all the lights on the site have now been changed to LED fittings. Furthemiore. Surrey County Council gave the site 600 hedgerow saplings and 100 other trees which have now been planted on the srte. On a less positive green note. ash dieback has been a problem on the site and many affected trees have had to be removed. Some of this work had to be undertaken by professional tree surgeons, which was costly for the site, but was essenb'al for safety reasons. Various improvements have been undertaken by the service crew. Of particular note the toilets to the Mowgli building have been refurt)ished and new signage has been installed on the site, including an illuminated entrance sign. Additionally, the wood pile has been moved so it is now closer to the fire rcle and some works were undertaken to the drainage pipework to the septic tank. Simon, Hannah and the rest of the Servi crew at the site have again done an amazing job running and maintaining the srte. In addrtion, they have also helped the military vehicle group at their displays in retum for donations to Polyapes_ So. a double thanks to the Warden and all his helpers for their considèrable efforts in the last year. I would also like to thank all members of the Trustee Committee for their hard work on behalf of the site over the past year, and especially to Barry Hrtchens our treasurer and knsa Cross our secretary. It is with great regret that Lisa wll be stepping down at the AGM_ Lisa has done a splendid job as the secretary and because she has also been involved wrth the site over many years both as a leader and secretary. she has a unique knowledge of the place. l am sure everyone would like to exiend wamiest wishes and thanks to her, and we hope to still come up to the stte in the frrture. Chris Daley 131 Vage
MANAGEMENT COMMITTEEITRUSTEES REPORT AND ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2024. Polyapes is a registered charity {1044613) that provides and maintains the camp site and buildings. The site was acquired in 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 Gamping 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 fomially appointed in 1948 vthen the Founding District was reconstituted into four separate Districts. namely Kingston. Malden & Coombe. Surbiton and Esher ("the Original Owner Distncts"). In Ihe period since 1948, further feorganisations have occurred and the Original Owner Districts are now reduced to iwo, namely Royal Kingston {incorporab"ng, after intervening reorganisations. the District of Kingston, Malden & Coombe and Surt)rton) and Esher ('the Current Owner Districts,). The current Tfustee 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 wth the Owner Districts. following subsequent reorganisations. managed Polyapes through a Management Commrtieerrrustees appointed in accordance wrth the Constitution and rules in place. The powers. duties and rules have been govemed by the constitution since 1975 or thereabouts and amended from time to time subsequently. The last such amendment was in 2019. Polyapes is registered with the Charity Commission the number 1044613. The objective of the charty is to provide a natural space for Scouts and other young people to camp in unspoiled SuOUnd1ng$. The governance of the charity is provided by a Management CommrtteelTrustees made up of appointed representatsves from Esher District and Royal Kingston District. Traditionally. the Management committee[UStees are confirmed at the Annual General MtIng of Polyapes annually. The management committee meets 4 to 6 times a year to cwersee the running of the site. Polyapes 141 age
Trustees during the 2023-24 porting year were: Chris Daley Committee Chair (Esher Trustee) 'sa Cross Secretsry Bary Hitchens Treasurer Simon Clarke Vlarden and Bookings Secretary Stewart Nash Royal Kingston District Commissioner Neil Findlay Royal Kingston District Chaimian David Weedon Royal Kingston District Trustee- Responsibilty for Polyapes. Tom Wilkinson Esher District Commissioner Bankers National Westminster Bank Plc. 10 Victoria Road. Surbiton. Surrey Iff6 4JY and Lloyds Bank plc, 15 Blackheath Village. Blackheath, London, SE3 9LH. Independent Examiner Peter Runacres (F.C.A.). 8 Wdldegrave Road. Bromley, BM12SP Risk Assessment The Management CoMmitteersteeS maintain an on-going assessment of the major risks confronting the charity that might restrict its abilty to meet its objectives. Specific risks include the abilty 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 COMMItteerUsteeS 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 pemanent 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 srte. The Management ComMitteerUsteeS continues to explore the facilities available through the wider Scouting communty to attract competent volunteers to meet the needs of the site. Reserves Policy The Management Commrtteetrrustees have resolved to create reserves for the eventual replacement of buildings as and when funds are available. Investment Policy The charity generally does not have sufficient fijnds to invest in longer temi investments. All funds are held in cash.
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Wardens Report 2023124 a few stats to start you off (a bit like last year) 181 hours of Instructor led Activities 350+ hours of self-led activities 7454 YP attending the campsite, be it day visitors. mid-week ly)okings or camping 11142 nights of camping provided to those staying at Polyapes (56°k increase due). Our service crew have worked hard this year on the following projects. Installed our sensory and wildlife garden project Extra RC tracks in the woods Planted saplings and trees Installed more signage Moved the wood piles Got more on site self-led aclivth"es. Installed new fencing to the front and rear of site Replaced more ageing electrics and consumer units Several crew members completed acb.vrty training, allovring us to offer more activities. went into a partnership with wildlrfe aid to rehabilitate and release wldlife on our land. Fixed many many toilets. Tree and grounds work This year has been very busy but when you try to put it down on paper. it doesn't sound like much! The crew have been fantastic and are always around to help out, whether it's a blocked toilet. burst pipe or broken toilet seat, Laul {my right hand man.) will always appear and help, and for that I'm ever thankful. The rest of the crew appeared when we had a fallen tree in January that crossed the public foot path to the back. it took several of us wtih chainsaws to tame the beast. allowing the public safe access again, with all of us doing this after work on a Wednesday evening, in less than brilliant conditions! The Kings (xJronats"on weekend all(wd us to run "the Big Help Our which had lots of people from the local communty and wider spread scouting come and help us plant the sensory and wildlife garden. which still needs lots of work but is getting there. We have had a huge issue wrth Oak processionary moth and have had to have all of our oak trees sprayed, which has cost several thousand pounds and will likely have to be done every year or other year, we have also had around 50 trees effected by Ash Dieback and have had the dangerous ones felled and others we are keeping a close eye on. however they do not pose a risk to our campers currentty and will be dealt wtth over the next year. Some of our Crew attended the national outdoor expo to get some ideas for site and a great Vkend was had by alll The Wardens are currently looking at the viabilty of moving in to the crew hut and creating more accommodation space for crew members, this would allow us to give more time to the site and give the site some additional income which we believe could be very useful! None of the above would have been possible wthout the support of our amazing crew, they gÉve up many hours and weekends beeen them to keep the Pla running and improve facilFknes so that the site is safe and future proofed for our yourw people. 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 {and even negative) feedback we receive. Polyapes is your site. ¥ 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. Polyapes Simon & Hannah Clarke Chairman's Report 2023124 It is again a privilege to write few words for the annual report especially as the last year at Polyapes has again been such a positive one. The use of the site remains high. and the range of activrties offered continues to expand. The King's Coronation Big Help OLrt day in May 2023 was a great success at the site. Volunteers came from both owning Districts and from a good selection of other local Districts and Counties. There were also a few local non-scouting volunteers. Most of that day's effort was PLrt towards completing the wild garden. which is flourishing and is sts-ll growing an interesting selection of plants. herbs and vegetables. Other green initiatives on site have included installing compost bins for food waste and grass cuttings. and all the lights on the site have now been changed to LED fittings. Furthemiore. Surrey County Council gave the site 600 hedgerow saplings and 100 other trees which have now been planted on the srte. On a less positive green note. ash dieback has been a problem on the site and many affected trees have had to be removed. Some of this work had to be undertaken by professional tree surgeons, which was costly for the site, but was essenb'al for safety reasons. Various improvements have been undertaken by the service crew. Of particular note the toilets to the Mowgli building have been refurt)ished and new signage has been installed on the site, including an illuminated entrance sign. Additionally, the wood pile has been moved so it is now closer to the fire rcle and some works were undertaken to the drainage pipework to the septic tank. Simon, Hannah and the rest of the Servi crew at the site have again done an amazing job running and maintaining the srte. In addrtion, they have also helped the military vehicle group at their displays in retum for donations to Polyapes_ So. a double thanks to the Warden and all his helpers for their considèrable efforts in the last year. I would also like to thank all members of the Trustee Committee for their hard work on behalf of the site over the past year, and especially to Barry Hrtchens our treasurer and knsa Cross our secretary. It is with great regret that Lisa wll be stepping down at the AGM_ Lisa has done a splendid job as the secretary and because she has also been involved wrth the site over many years both as a leader and secretary. she has a unique knowledge of the place. l am sure everyone would like to exiend wamiest wishes and thanks to her, and we hope to still come up to the stte in the frrture. Chris Daley 131 Vage
MANAGEMENT COMMITTEEITRUSTEES REPORT AND ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2024. Polyapes is a registered charity {1044613) that provides and maintains the camp site and buildings. The site was acquired in 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 Gamping 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 fomially appointed in 1948 vthen the Founding District was reconstituted into four separate Districts. namely Kingston. Malden & Coombe. Surbiton and Esher ("the Original Owner Distncts"). In Ihe period since 1948, further feorganisations have occurred and the Original Owner Districts are now reduced to iwo, namely Royal Kingston {incorporab"ng, after intervening reorganisations. the District of Kingston, Malden & Coombe and Surt)rton) and Esher ('the Current Owner Districts,). The current Tfustee 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 wth the Owner Districts. following subsequent reorganisations. managed Polyapes through a Management Commrtieerrrustees appointed in accordance wrth the Constitution and rules in place. The powers. duties and rules have been govemed by the constitution since 1975 or thereabouts and amended from time to time subsequently. The last such amendment was in 2019. Polyapes is registered with the Charity Commission the number 1044613. The objective of the charty is to provide a natural space for Scouts and other young people to camp in unspoiled SuOUnd1ng$. The governance of the charity is provided by a Management CommrtteelTrustees made up of appointed representatsves from Esher District and Royal Kingston District. Traditionally. the Management committee[UStees are confirmed at the Annual General MtIng of Polyapes annually. The management committee meets 4 to 6 times a year to cwersee the running of the site. Polyapes 141 age
Trustees during the 2023-24 porting year were: Chris Daley Committee Chair (Esher Trustee) 'sa Cross Secretsry Bary Hitchens Treasurer Simon Clarke Vlarden and Bookings Secretary Stewart Nash Royal Kingston District Commissioner Neil Findlay Royal Kingston District Chaimian David Weedon Royal Kingston District Trustee- Responsibilty for Polyapes. Tom Wilkinson Esher District Commissioner Bankers National Westminster Bank Plc. 10 Victoria Road. Surbiton. Surrey Iff6 4JY and Lloyds Bank plc, 15 Blackheath Village. Blackheath, London, SE3 9LH. Independent Examiner Peter Runacres (F.C.A.). 8 Wdldegrave Road. Bromley, BM12SP Risk Assessment The Management CoMmitteersteeS maintain an on-going assessment of the major risks confronting the charity that might restrict its abilty to meet its objectives. Specific risks include the abilty 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 COMMItteerUsteeS 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 pemanent 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 srte. The Management ComMitteerUsteeS continues to explore the facilities available through the wider Scouting communty to attract competent volunteers to meet the needs of the site. Reserves Policy The Management Commrtteetrrustees have resolved to create reserves for the eventual replacement of buildings as and when funds are available. Investment Policy The charity generally does not have sufficient fijnds to invest in longer temi investments. All funds are held in cash.