2023-03-31-accounts

Management Committee Annual Review 2022/23

Boidier Hurst AGM 2023

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Boidier Hurst Scout Campsite

This is my first report as Chair of the Boidier Hurst Management Committee, since our previous longstanding Campsite Chairman, Colin Thomas, retired and moved down to deepest Devon, where he is enjoying a well earned rest.

My report is only based on a 6 month period this time round, as I took over in October 2022 and this reporting period takes us to the 31[st] March 2023.

Having resolved our previous major electricity supply problems, the Crew were happy to move on to one of our bigger projects, the replacement of the open, wind swept, Manly building porch. Enclosing it, insulating it and cladding it with wood harvested and milled from our own grounds. Other than a few minor tweaks, it has been completed, including the request for coat pegs of differing height, as one size does not fit all. The building is virtually in use every week, meaning those final finishing touches have to wait until the next closed season.

In the last year, we have seen a dramatic increase in use of the site, not only from our own groups, but also other Scout Groups, who want the type of camping our site offers. It has also become popular during the week with Duke of Edinburgh Scheme participants, being a lovely place to camp on the top of Box Hill, during the expedition phase of their award. 2023 looks like it is going to be a bumper year already with some using us for Group Camps and booking the whole site for 250 people over the weekend, or just 20 doing some backwoods cooking on open fires for an evening. Already we have bookings for 2024, so it seems that we are going to be busy.

We eagerly await a donation of a shipment of logs from the Wisley Motorway Junction Improvement scheme. This will allow us to finish cladding and insulating the Manly Building, as well as completing our second weather shelter, plus some other smaller projects. Alongside these major projects we are working hard to maintain the site and make sure we keep it up to a usable standard. Grass cutting takes 5 of us half a day to complete every two weeks, but regular mowing has given us a number of benefits, as well as some lovely camping sites our bluebell display this year was spectacular.

We have had a tidy up around our gate and made it easier for our visitors to find us, plus our varying old fences are slowly being replaced with some nice new post and rail ones. With tongue in cheek, the hunt for a replacement tractor for Albert, our 1986 Massey Fergusion stalwart continues. This is likely to be the biggest outlay we will see in the next year.

The bottom area of our site was subject to significant copsing in late January, as four crew members undertook a five day chain saw course, required for using chain saws on our site. Using our site not only saved a considerable amount, but also allowed us to carry out the years copsing in one go. All four passed the course and are already putting their skills into use.

Finally, in my first few months as Chairman, a big thank you to all the committee members, wardens, keyholders and the service crew for all the work they put in to running the site and especially for answering all those questions I had about ‘how it all works’.

It is your Campsite, please book and come up to enjoy some time on our 10 Arce plot on the top of Box Hill, either for an evening, a night or a weekend. We look forward to seeing you soon.

Chris Rose – Chairman of Boidier Hurst Campsite Management Committee.

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING 9:00pm THURSDAY 19[TH] OCTOBER 2023

AGENDA

1. Apologies for absence

2. To consider and to approve the Minutes of the Annual General Meeting held on 1[st] November, 2022.

3. To receive the report of the Chairman of the Management Committee for the year ended 31[st] March 2023.

4. To consider and approve the accounts for the year ended 31[st] March 2023.

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, Oliver Thornton.

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

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

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 Neil Carter as Independent Examiner.

2. To accept and approve the Constitution as agreed in 2021.

3. Any other business.

4. Chairman’s closing comments.

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE MINUTES OF ANNUAL GENERAL MEETING HELD TUESDAY 1[ST] NOVEMBER 2022

Present Colin Thomas – Chairman John Humphreys – Leatherhead Angela Stevens – Leatherhead Nigel Bird – Epsom & Ewell Paul Vlaeminck – Epsom & Ewell Malcolm McKee – Leatherhead Oliver Thornton – Leatherhead Stuart Kidd – Leatherhead Shona Rose - Leatherhead Chris Rose – Leatherhead Phil Raindle – Epsom & Ewell Ian Smalley – Epsom & Ewell Karl Nicholas – Epsom & Ewell Samuel Baker – Leatherhead Stuart Kidd – Leatherhead Angela Vlaeminck – Epsom & Ewell Benita Middleton – Leatherhead

Apologies: John Stevens & Fiona Page – Leatherhead; Richard Denyer, Richard Hunt, Sandra Gosden, John Hughes & Pat Askey – Epsom & Ewell.

1. The Chairman welcomed everyone to the meeting .

2. Minutes of the Annual General Meeting held 19[th] October 2021 were approved with the correction that Angela Vlaeminck had sent her apologies. Proposed by Ian Smalley & seconded by Samuel Baker.

3. A copy of the Chairman’s report had been issued as part of the Annual Report and circulated electronically to all committee members. The report was approved by Oliver Thornton & seconded by Shona Rose.

4. The accounts had been audited by Mike Reeves. During the year a further £12,000 of COVID grants had been received. The main expenditure for the electrical works will be in 2022 – 2023 accounts. Did not have a full year of camping income but had a small surplus of £3,000 of income over expenditure. The accounts were approved, proposed by Colin Thomas and seconded by Stuart Kidd.

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.

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

Boidier Hurst AGM 2023

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Shona Rose – Leatherhead Phil Raindle – Epsom & Ewell Chris Rose - Leatherhead Angela Stevens - Leatherhead Benita Middleton – Leatherhead

1. The meeting noted the nomination of Chris Rose as Chairman by the District Commissioners of Epsom & Ewell and Leatherhead. Proposed by Colin Thomas & seconded by Ian Smalley.

2. The meeting noted the Management Committee appointment of Benita Middleton as Treasurer and Minutes Secretary. Proposed by Angela Stevens & seconded by Nigel Bird.

3. The meeting gave the Committee its approval to the appointment of Mike Reeves as Independent Examiner of the accounts for financial year 2022 - 2023. Approved by Angela Vlaeminck & seconded by John Humphreys.

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. He commented that he had really enjoyed his involvement with the camp site and working with all the various people over the years.

5. Karl Nicholas presented the Award of Merit to Ian Smalley in recognition of all his work at Boidier Hurst Camp Site and also with 1[st] Cuddington (Warspite) Scout Group.

6. Thanks were expressed to Colin Thomas for his leadership over the past 23 years. He was presented with a gift from Epsom & Ewell & Leatherhead Scout Districts and the Boidier Hurst Scout Camp Site Management Committee. It was noted that it marked the end of an era.

7. The meeting closed at 21:20h.

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Boidier Hurst AGM 2023

BOIDIER HURST SCOUT CAMP SITE

MANAGEMENT COMMITTEE

ANNUAL ACCOUNTS 2022/23

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Boidier Hurst AGM 2023

BOIDIER HURST SCOUT CAMP srrE TRUSTEES ANNUAL REPORT FOR THE PERIOD ENDED 31" MARCH 2023 The Trustees thank all those individuals who give up their time to supervise and improve the campsite throughout the year. The Trustees have considerable combined experience through service 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 / 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 building5 and equipment and to provide capital for gap funding between insurance value and replacement cost should a claim arise. This contingency reserve would avoid liability fallin8 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 Leatherhead and operates under the District Trustee Board5 in accordance with the Policy, Organisation and Rules of the Scout Association. The aim of the Management Committee is to maintain and develop the facilities of the site to develop the full potential of all young people in the Districts of Epsom and Ewell and Leatherhead. and others using the site which will also benefit their local communities. The accounts are presented on a receipts and payments basis consistent with previous years. th Approved by the Trustees on 19 Ortober2023 and signed on their behalf by.. rf)g LL. Chris Rose Chairman Benita Middleton Treasurer Boidier Hursi AGM 2023

BOIDIER HURST SCOUT CAMP SITE REPORT AND ACCOUNTS FOR THE PERIOD ENDED 31[ST] MARCH 2023.

TRUSTEES APPOINTMENT NAME EX-OFFICIO DISTRICT COMMISSIONER KARL NICHOLAS (EPSOM AND EWELL) DISTRICT COMMISSIONER STUART KIDD (LEATHERHEAD) FIONA PAGE TRUSTEES CHAIRMAN CHRIS ROSE TREASURER BENITA MIDDLETON BOOKING SECRETARY SHONA ROSE ANGELA STEVENS PAUL VLAEMINCK JOHN HUMPHREYS IAN SMALLEY OLIVER THORNTON NIGEL BIRD PHILIP RAINDLE SAMUEL BAKER

BANKERS CAF Bank CHARITY REGISTRATION 305713 CONTACT NAME CHRIS ROSE AND ADDRESS 10 GRIFFIN WAY GREAT BOOKHAM LEATHERHEAD SURREY KT23 4JL

Boidier Hurst AGM 2023

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Boidierhurst Scout Campsite Receipts & Payments Account Summary For Year Ended 31 March 2023

Current Year Previous Year Total receipts for Year £38,777.63 £34,334.84 Total payments for Year £43,795.94 £31,586.75 Net receipts (Payments) for the Year -£5,018.31 £2,748.09 Cash Bank and Similar Funds b/f £89,232.18 £86,484.09 Cash Bank and Similar Funds c/f £84,213.87 £89,232.18

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Boidierhurst Scout Campsite Receipts & Payments Account For Year Ended 31 March 2023 Receipts Current Year Camp Fees DoE £18,484.00 Camp Fees Scouts £3,958.00 Manly Building £4,605.00 Day Visitors £143.00 Group Levies £4,000.00 Defibrillator contribution £750.00 Badge sales £262.00 Bank Interest £855.86 Grants £0.00 Sundry Donations/Bequest £5,719.77 £38,777.63 Payments Administration £567.46 Maintenance £3,608.17 Cleaning £1,464.00 Fuel £715.95 Development £17,427.12 Equipment £2,790.98 Electricity £2,880.00 Water £884.92 Insurance £3,612.62 Gas £827.05 Phone/WiFi £500.44 Security £1,088.58 Sundry £7,379.65 Refunds £49.00 Badges £0.00 £43,795.94	Previous 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 £307.25 £4,059.39 £1,000.36 £355.14 £601.01 £648.27 £150.00 £0.00
	£31,586.75

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Boidierhurst Scout Campsite Monetary Assets (Cash,Bank & similar funds) For Year Ended 31 March 2023

Current Year Current Acc. £12,970.42 Scout Association £21,243.45 Cash in Hand £0.00 Redwood Bank £50,000.00 £84,213.87 Other Monetary Assets. Land & Buildings & equipment £641,000.00 Liabilities (Those due within 1 Yr.) Nil Liabilities (Those payable after 1 Yr Nil	Previous Year £18,150.28 £21,081.90 £0.00 £50,000.00
	£89,232.18
	£575,000.00 Nil Nil

Boidier Hurst AGM 2023

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