2024-03-31-accounts

EJl4 Management Committee Annual Review 2023/2024 Albert- 1987 Edward 2019 Boidier Hurst AGM 2024

Boidier Hurst Scout Campsite

It’s been a busy year for us up at your 10 acre campsite on Boxhill, not only have we been working hard maintaining the grounds and buildings to keep them looking good, we have also been trying to improve them to make our users stay more enjoyable.

In 2023, we had 207 bookings for the campsite, this year so far we have hit 203, or more than 7,500 camping nights, and its only September. Unfortunately the weather hasn’t been at its best, but I am expecting to get more bookings as we head towards the end of the year, and already we have returning customers for 2025 registering their dates.

Earlier this year we had to say goodbye to one of our most loyal and dependable workers, yes, Albert, our Massy Fergusion 1030 tractor, built in 1987, and bought by the site in May 2006, he became 37 years old and unfortunately unserviceable due to a lack of spare parts. So it was goodbye to Albert and a welcome to Edward (from your history books you will know Edward is the son of Prince Albert), an Avant 745 compact loader, giving us a lot more flexibility and usage of its many attachments.

We have been continuing our woodland management by carrying out routine coppicing on the site, and tidying works in the camping areas. if you have been wondering what those little wooden structures are around the stumps, they are to protect the new growth from the deer that regularly visit the site for a tasty nibble of the new tree shoots. We have also taken part in Surrey County Councils ‘plant a tree’ campaign, where following a successful bid, we were given 210 new trees (or whips) to plant on the site supporting their plan to plant 1.2 million new trees by 2030, one for every resident in Surrey.

I, of course have to mention the work to improve and level site 9 to make it a better site for camping. This did not go entirely to plan and ended with the contractors being told to leave the site, leaving us with a lot of work to repair the damage they had caused. On top of this we were informed by the Environment Agency in June, that we may have been the victim of Environment Crime, which due to their ongoing investigation has stopped all further work on the site for the time being. We continue to assist them with their enquiries.

Our refurbishment works on the toilet block are still ongoing, part of a longer term plan to refurbish the whole of the block, the weather has definitely thwarted us with the outdoor painting. The external cladding of the Manly building using the milled wood from the Tree’s from the M25 works, has started, and continues, as and when we are able, as it can’t be done while wet or when people are on site. We hope to have the field side completed by the end of this year.

The campsite works through the good will of the service crew who have already put in over 3,000 work hours (or 395, 8 hour days) this year and our volunteer wardens, who help manage the site at the weekends, if you can spare a few hours to attend a service crew day, you will be more than welcome (Tea & Biscuits provided), or if could you help us by undertaking just one weekend warden duty, it is not onerous and Boidier Hurst is a lovely place to spend a weekend in our purpose built wardens building.

We look forward to seeing you soon, either for an evening, a day, a night’s camp, as the warden or as part of the service crew, where you can have some time just enjoying the site. Lady Catherine Warberg of Epsom gave ‘Boidierhurst’ to the Boy Scouts in 1946, nearly 80 years ago, and we are certain she would be pleased to see that it is still being used as she intended.

Chris Rose – Chair of Boidier Hurst Campsite Management Committee.

(More information can be obtained from: [e-mail])

Boidier Hurst AGM 2024

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING ~~—_~~ 7:30pm TUESDAY 15[TH] OCTOBER 2024

AGENDA

1. Apologies for absence

2. To consider and to approve the Minutes of the Annual General Meeting held on 19[th] November, 2023.

3. To receive the report of the Chairman of the Management Committee for the year ended 31[st] March 2024.

4. To consider and approve the accounts for the year ended 31[st] March 2024.

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

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 19[TH] OCTOBER 2023

Present Chris Rose – Chairman John Humphreys – Leatherhead Angela Stevens – Leatherhead Paul Vlaeminck – Epsom & Ewell Malcolm McKee – Leatherhead Stuart Kidd – Leatherhead Shona Rose - Leatherhead Phil Raindle – Epsom & Ewell Benita Middleton – Leatherhead

Apologies: Fiona Page & Samuel Baker – Leatherhead; Nigel Bird, Ian Smalley, Karl Nicholas – Epsom & Ewell.

1. The Chairman welcomed everyone to the meeting .

2. Minutes of the Annual General Meeting held 1[st] November 2022 were approved. Proposed by John Humphreys & seconded by Angela Stevens.

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 accepted by all present.

4. The accounts had been examined by Mike Reeves. The accounts had been circulated electronically prior to the meeting. There had been a full camping season and the income from Duke of Edinburgh groups was substantial. Major expenditure had been the completion of the electrical works. The accounts were approved, proposed by Shona Rose and seconded by John Humphreys. All in attendance accepted the accounts.

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:Shona Rose – Leatherhead

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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. Chris Rose was appointed as Chair with full agreement of the Management Committee.

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 Neil Carter as Independent Examiner of the accounts for financial year 2023 - 2024. Mike Reeves having indicated he would not be able to fulfil the role in 2024. Mike Reeves had been thanked for his work over a number of years with a Scout Association Thanks Badge and a Gift Voucher.

4. The Constitution as registered with the Charity Commission in 2021 had been circulated for review. It was agreed that no changes were required and that the document should be reviewed at the next AGM.

5. 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.

6. Thanks were expressed to Chris Rose for taking on the role and it was commented that he had “done a good job”. Thanks were expressed to Shona Rose for her hard work as Bookings Secretary and to the Service Crew for all that they had achieved throughout the year with many hours work. It was commented that the site was in excellent condition and that the Committee were showing excellent management of the site.

7. The meeting closed at 21:30h.

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Boidier Hurst AGM 2024

BOIDIER HURST SCOUT CAMP SITE

MANAGEMENT COMMITTEE

ANNUAL ACCOUNTS 2023/24

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Boidier Hurst AGM 2024

BOIDIER HURST SCOUT CAMP SITE TRUSTEES ANNUAL REPORT FOR THE PERIOD ENDED 31ST MARCH 2024 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 resenies is to hold a sufficient amount to allow ongoing maintenance of buildings and equipment and to provide capital for 8ap funding between insurance value and replacement cost should a claim arise. This contingency reserve would avoid liability falling directly onto District funds enablin8 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 Boards 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 help 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 15 October 2024 and signed on their behalf by. Chris Rose Chairman Benita Middleton Treasurer Boidier Hurst AGM 2024

BOIDIER HURST SCOUT CAMP SITE REPORT AND ACCOUNTS FOR THE PERIOD ENDED 31[ST] MARCH 2024. ~~SE~~

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

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Boidierhurst Scout Campsite Receipts & Payments Account Summary For Year Ended 31 March 2024

	Current Year	Previous Year
Total receipts for Year	£62,002.21	£38,777.63
Total payments for Year	£64,410.64	£43,795.94
Net receipts (Payments) for the Year	-£2,408.43	-£5,018.31
Cash Bank and Similar Funds b/f	£84,213.87	£89,232.18
Cash Bank and Similar Funds c/f	£81,805.44	£84,213.87

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Boidierhurst Scout Campsite Receipts & Payments Account For Year Ended 31 March 2024

Receipts Camp Fees DoE Camp Fees Scouts Manly Building Day Visitors Group Levies Defibrillator contribution Badge sales Bank Interest Grants Sundry Donations/Bequest Payments Administration Maintenance Cleaning Fuel Development Equipment Electricity Water Insurance Gas Phone/WiFi Security Sundry Refunds Badges	Current Year £27,486.00 £6,728.00 £5,525.00 £45.00 £5,000.00 £307.00 £1,927.57 £0.00 £14,983.64 £62,002.21 £471.38 £7,897.90 £2,148.00 £1,710.35 £7,545.02 £35,793.67 £12.00 £963.98 £3,799.38 £781.20 £623.59 £955.21 £1,708.96 £0.00 £0.00 £64,410.64	Previous Year £18,484.00 £3,958.00 £4,605.00 £143.00 £4,000.00 £750.00 £262.00 £855.86 £0.00 £5,719.77 £38,777.63 £567.46 £3,608.17 £1,464.00 £715.95 £17,427.12 £2,790.98 £2,880.00 £884.92 £3,612.62 £827.05 £500.44 £1,088.58 £7,379.65 £49.00 £0.00 £43,795.94

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Boidierhurst Scout Campsite Monetary Assets (Cash,Bank & similar funds) For Year Ended 31 March 2024

CAF Bank Current Acc. CAF Gold Account 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 £7,132.62 £24,672.82 £0.00 £0.00 £50,000.00 £81,805.44 £778,000.00 Nil Nil	Previous Year
		£12,970.42 £21,243.45 £0.00 £50,000.00
		£84,213.87
		£641,000.00 Nil Nil

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Independent Examiner's Report to the Trustees of the BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE ST I report on the accounts of the Campsite for the year ended which comprise the St(Itement of Financial Activities, the Balanc¢ Sheet and any rclatcd notcs. This report is made solely to the trustees in accordance with Section 145 of the Charities Act 2011. My work has been undertaken so that I might state to the charity's trnstees those matters I am required to state to them in an Independent Examiner's report and for no other purpose. To the fullest extent perniitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity's trustees for my examination work. Respective responsibilities of Trustees and Examiner The Campsite's trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year under Section 144 of the Charities Act 20 I l (the Charities Act)) and that an independent examination is needed. It is my responsibility to: Examine the accounts (under Section 145 of the Charities Act); To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5)(b) of the Charities Act). and To state whether particular matters have come to my attention. Basis of Independent Examiner's report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the Campsite and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit. and consequently no opinion is given as to whether the accounts present a 'true and fair, view and the report is limited to those matters set out in the statement below. I have completed my examination. I confirn] that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect accounting record were not kept as required by section 130 of the Act: or the accounts do not accord with those records Name: Address: Qc) Cios 6IC4A* Signature,. LT700006 {1At February 2017) page I