2022-03-31-accounts

Management Committee Annual Review 2021/22 Review 2009/10

CHAIRMAN’S REPORT 21/22

The start of the year saw Covid restrictions lifting enabling camping to re start after June. Many groups took advantage of this and we saw increased levels of use, particularly over the summer school holiday. This brought with it problems especially as August was a bit damp resulting in site 4 having to be taken out of use for the rest of the season as the grass was badly damaged through intense use. I am pleased to say with a lot of hard work from the crew, site 4 has recovered and is now back in use.

Camping has become a little more involved as we live with Covid, well done to all leaders for dealing with this extra work thus helping to keep others safe at Boidier Hurst. Bookings have returned to normal levels with great demand from both inside Scouting and from schools via the Duke of Edinburgh’s award scheme that has been playing catch-up to ensure people don’t miss out on this valuable programme.

Many improvements have been made around the campsite over the year despite a massive amount of work that was needed on our electric supply. The input by the service crew has been exceptional spending many hours working on site and behind the scenes ordering materials and booking machinery. The first 10 days of cable laying in January chalked up over 600 volunteer hours. The works also generated a number of reinstatements to fencing and resurfacing works that were skillfully addressed before the new camping season started. There were unfortunately further complications with the electrics that now have been resolved although reporting on this extended work will have to wait to be detailed in next years return.

At our AGM in October, Averill Laing handed the booking secretary ‘batten’ to Shona Rose. Averill completed 23 years as part of the committee expertly managing bookings during that period and the committee thanked her for her exceptional service. Shona has very quickly got to grips with the system helped by a carefully phased hand-over with Averill and I am pleased to say, all is working efficiently - well done to both of you.

Four new covered log stores have been constructed by the service crew around the campsite. This will provide a source of timber to supplement wood collection with the added benefit of the supply being dry during wet weather. Please bear in mind when camping that this is not the only source and new campers should experience proper wood collection and not just use the wood from the stores. If it is dry when you camp, perhaps leave the supply for wetter weekends and do also consider that the dry wood burns very quickly!

Finally, a big thank you to the committee members, our auditor and keyholders and especially to the service crew for many hours of work for the benefit of campsite users.

This will be the last time I assemble this AGM report pack as I stand down this year as chairman. I have enjoyed being chair for just over twenty-three years and I thank everyone who has worked with me during that time to make Boidier Hurst the campsite that it is today. I wish my successor, the committee and of course the crew, the very best for the future.

Colin Thomas Chairman of Boidier Hurst campsite management committee [e-mail]

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING 2[nd] November 2022

AGENDA

1. Apologies for absence

2. 2 To consider and to approve the Minutes of the Annual General Meeting held on the 19th October, 2021.

3. To receive the report of the Chairman of the Management Committee for the year ended 31 March, 2022.

4. To consider and approve the accounts for the year ended 31 March, 2022.

5. To note the nominations to the Management Committee by Epsom and Ewell and Leatherhead District Scout Councils.

Epsom and Ewell – Paul Vlaeminck, Ian Smalley, Nigel Bird Leatherhead – John Humphreys, Samuel Baker and Oliver Thornton

1. To note the co-options to the Management Committee:

Benita Middleton – Leatherhead Angela Stevens - Leatherhead Shona Rose – Leatherhead Philip Raindle – Epsom and Ewell Chris Rose - Leatherhead

1. To approve the Chairman nominated by the District Commissioners.

Chris Rose - Chairman, Management Committee.

1. To approve the Treasurer, nominated by the Management Committee:

Benita Middleton -Treasurer

1. To approve the appointment of Mike Reeves as Independent Examiner.

2. Outgoing Chairman’s comments.

3. Any other business.

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE MINUTES OF ANNUAL GENERAL MEETING HELD TUESDAY 19[TH] OCTOBER 2021

Present Colin Thomas – Chairman John Humphreys – Leatherhead Angela Stevens – Leatherhead Nigel Bird – Epsom & Ewell Paul Vlaeminck – Epsom & Ewell Malcolm McKee – Leatherhead Oliver Thornton – Leatherhead Averill Laing – Epsom & Ewell Stuart Kidd – Leatherhead John Stevens – Leatherhead Shona Rose - Leatherhead Benita Middleton – Leatherhead

Apologies: Phil Raindle – Epsom & Ewell, Ian Smalley – Epsom& Ewell, Karl Nicholas – Epsom & Ewell, Samuel Baker – Leatherhead.

1. The Chairman welcomed everyone to the meeting and noted that it was good to be meeting face-to-face after the Zoom meeting in 2020.

2. Minutes of the Annual General Meeting held 26[th] October 2020 were approved. Proposed by John Humphreys & seconded by Averill Laing.

3. A copy of the Chairman’s report was issued as part of the Annual Report and circulated electronically to all committee members. The Chairman gave a brief summary of progress over the year to 31[st] March 2021.

4. The accounts had been audited by Mike Reeves. There was an excess of income over expenditure of £57,443.78 over the year. This was primarily due to a £50,000 bequest from Richard Shortman and £20,000 of COVID related grants from the government. Major expense in the year was the replacement water main which was funded equally by the two districts and the campsite. Over £2,000 was paid out as refunds for cancelled bookings due to COVID. The accounts were approved, proposed by Colin Thomas and seconded by Malcolm McKee.

5. Nominations to the Management Committee by Epsom & Ewell and Leatherhead District were noted:

6. Epsom & Ewell – Paul Vlaeminck, Ian Smalley and Nigel Bird Leatherhead –John Humphreys, Samuel Baker & Oliver Thornton. Samuel Baker was replacing Ian Watkinson who had resigned.

7. The meeting noted the Management Committee co-options to the Management Committee of:-

Shona Rose – Leatherhead Phil Raindle – Epsom & Ewell Colin Thomas – Epsom & Ewell

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Angela Stevens - Leatherhead Benita Middleton – Leatherhead

1. The meeting noted the nomination of Colin Thomas as Chairman by the District Commissioners of Epsom & Ewell and Leatherhead.

2. The meeting noted the Management Committee appointment of Benita Middleton as Treasurer and Minutes Secretary.

3. The meeting gave the Committee its approval to the appointment of Mike Reeves as Independent Examiner of the accounts for financial year 2021 - 2022. Approved by Paul Vlaeminck and seconded by Averill Laing.

4. The Chairman expressed his thanks to members of the Management Committee and special thanks to the Boidier Hurst Service Crew for all their hard work on site. The site was benefitting from having good equipment and machinery plus a skilled crew. The ongoing issue of the electricity supply was mentioned.

5. The Chairman presented a gift to Averill Laing who was standing down as bookings secretary after 23 years and thanked her for her years of service.

6. Thanks were expressed to Colin Thomas for his leadership over the past year.

7. Any other business:

8. a. The Committee were asked what the plan was for solving the problems of the electricity supply as it was being mentioned by the users on arrival. It was reported that the matter was in hand and the aim was to have the repair completed by the beginning of the next camping season – March 2022.

9. The meeting closed at 21:35h.

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BOIDIER HURST SCOUT CAMP SITE

MANAGEMENT COMMITTEE

ANNUAL ACCOUNTS 2021/22

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BOIDIER HURST SCOUT CAMP SITE TRUSTEES ANNUAL REPORT FOR THE PERIOD ENDED 31 MARCH 2022 The Trustees thank all those individuals who give up their time to supeNise and improve the Gampsite throughout the year. The Twstees have a considerable combined experience through seniice in Scouting and utilise skills gained through vocation to ensure the campsite is managed appropriately. The Trustees are kept updated on Scout Association policy matters and training is available as required. The Trustees have considered the risks to which the Committee I site may be exposed to and have established systems to mitigate consequences should an event occur. The Committee's policy on reserves is to hold a sufficient amount to allow ongoing maintenance of buildings and equipment and to provide capitsl for gap funding be￿een insurance value and replacement cost should a claim arise. This contingency reserve would avoid liability falling directly onto District funds enabling use of the site to return to normal as soon as possible following an event. The Management Committee is appointed by the Scout Districts of Epsom and Ewell and Lealherhead and operates under the District Executives in accordan￿ with the Policy, Organisation and Rules of the Scout Association. The aim of the Management Committee is to maintain and develop the facilitie5 of the site to develop the full potential of all young people in the District of Epsom and Ewell and Leathefhead, and others using the site which will also benefit their local communtties. The accounts are presented on a receipts and pawnents basis consistent with previous years. Is Approved by the Trustees on2d November 2022 and signed on their behalf by. Colin Thomas Chaimian Benits Middleton Treasurer

BOIDER HURST SCOUT CAMP SITE REPORT AND ACCOUNTS FOR THE PERIOD ENDED 31 MARCH 2022.

TRUSTEES APPOINTMENT NAME EX-OFFICIO DISTRICT COMMISSIONER KARL NICHOLAS (EPSOM AND EWELL) DISTRICT COMMISSIONER MALCOLM McKEE (LEATHERHEAD) TRUSTEES CHAIRMAN COLIN THOMAS TREASURER BENITA MIDDLETON ANGELA STEVENS PAUL VLAEMINCK JOHN HUMPHREYS IAN SMALLEY OLIVER THORNTON NIGEL BIRD SITE WARDEN PHILIP RAINDLE BOOKING SECRETARY SHONA ROSE BANKERS : CAF Bank CHARITY REGISTRATION: 305713 CONTACT NAME COLIN THOMAS, AND ADDRESS: 12, THE LORNE, BOOKHAM, SURREY, KT23 4JZ

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Boidier Hurst Scout Campsite Receipts & Payments Account Summary For Year Ended 31 March 2022

Total receipts for Year Total payments for Year Net receipts (Payments) for the Year Cash Bank and Similar Funds b/f Cash Bank and Similar Funds c/f		Current Year	£34,334.84 £31,586.75 £2,748.09 £86,484.09 £89,232.18		Previous Year
					£80,789.63 £23,345.85 £57,443.78 £29,040.31 £86,484.09

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Boidier Hurst Scout Campsite Receipts & Payments Account For Year Ended 31 March 2022

Receipts Camp Fees DoE Camp Fees Scouts Manly Building Day Visitors Group Levies Water main contribution Badge sales Bank Interest Grants Sundry Donations/Bequest Payments Administration Maintenance Cleaning Fuel Development Equipment Electricity		Current Year	£7,934.60 £3,973.00 £3,682.50 £51.00 £4,000.00 £0.00 £119.00 £371.06 £12,667.00 £1,536.68 £34,334.84 £637.83 £5,889.42 £2,628.00 £1,194.34 £11,254.56 £1,858.60 £1,002.58		Previous Year	Previous Year
						£1,110.60 £261.00 £325.00 £0.00 £3,100.00 £4,304.00 £0.00 £99.89 £20,289.00 £51,300.14 £80,789.63 £276.22 £4,118.28 £0.00 £556.68 £8,285.09 £796.78 £670.00

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Water Insurance Gas Phone/WiFi Security Sundry Refunds Badges		£307.25 £4,059.39 £1,000.36 £355.14 £601.01 £648.27 £150.00 £0.00 £31,586.75		£241.21 £3,895.20 £0.00 £421.61 £1,853.40 £101.68 £2,129.70 £0.00 £23,345.85

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Boidier Hurst Scout Campsite Monetary Assets (Cash,Bank & similar funds) For Year Ended 31 March 2022

Current Acc. Scout Association Cash in Hand Redwood Bank Other Monetary Assets. Land & Buildings & equipment Liabilities (Those due within 1 Yr.) Liabilities (Those payable after 1 Yr.)		Current Year £18,150.28 £21,081.90 £0.00 £50,000.00 £89,232.18 £575,000.00 Nil Nil		Previous Year
				£15,367.47 £21,056.62 £60.00 £50,000.00 £86,484.09 £575,000.00 Nil Nil

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