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 COMMIttee￿rUStees c. Confimi the number of Members that may be appointed to the Management Committeetrrustees d. Discuss the quorum for future Meetings of the Management COMMIttee￿rUsteeS (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 COMMIttee￿rUsteeS 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 vegetab￿S that had been grown had been put lo good use during the Christmas meal. RePla￿d 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 cu￿ently. 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 C￿nPsIte Swrey 51 Page Treasurer's Report 2023124 Treasurer's Report to the members of The Scouts ASs￿latIon 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. 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