2025-03-31-accounts

Management Committee Annual Review 2024-2025 2021 ‘ 2025

Boidier Hurst AGM 2025

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Boidier Hurst Scout Campsite

We have had another busy year up here at Boidier Hurst, not only have we been keeping the site looking good, we have also been undertaking some other big projects to ensure we keep improving our great campsite up on Box Hill.

Last year we had a record 225+ bookings, over 7,500 camping nights and 3000+ day or evening visits, our best numbers recorded yet, bookings so far this year are running at over 195 and we have a couple more months to go. In addition, everyone seems to be booking early for 2026, with 30 bookings taken already for next year.

The Boidier Hurst Service Crew, to which I am deeply indebted, in 2024, completed more than 3360 hours of work between them, equivalent to a person working continuously for 140 days without a break, that is no mean achievement and I thank them for their dedication. This year they have also been busy with two major projects, to finish off cladding the Manly building, which was completed in August, just in time for contractors to put on a new roof for the building. While this was a major expense for us and we had to close the site for two weeks, while they did the work, the investment in a new roof with extra insulation and guaranteed for 20 years I believe was worth it.

The vision for the infamous, Site 9, moves closer to completion. We have finished levelling the site and have almost finished the edges. We already have seeded grass growing on these profiled edges and hope to fully seed Site 9 in a couple of weeks, with the intent to bring it back in to use mid-2026.

Our steady refurbishment of the toilet block is still ongoing, with some taps, shower units and mirrors, plus other repairs carried out. This will continue over the closed period with targeted refurbishment.

We have also made a significant investment in a new ‘Zero Turn Mower’ to replace the underslung mower deck on our Kubota tractor, ensuring we can adapt the grass cutting, by site and season, making it easier, neater and quicker to cut our grass.

We are always looking for people to help on the service crew, assist as a keyholder or warden for a weekend, if you can help – please get in contact.

We hope to see you soon, up at your campsite, either for an evening, a day, or a night’s camp, where you can have some time to enjoy the site.

Lady Catherine Warberg of Epsom gave ‘Boidierhurst’ to the Boy Scouts in 1946 and next year, our 80[th] Anniversary, we will are going to celebrate this fact, 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.

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING ~~—_———~~ 7:30pm TUESDAY 30[TH] SEPTEMBER 2025

AGENDA

1. Apologies for absence

2. To consider and to approve the Minutes of the Annual General Meeting held on 15[th] October 2024.

3. To receive the report of the Chairman of the Management Committee for the year ended 31[st] March 2025.

4. To consider and approve the accounts for the year ended 31[st] March 2025.

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, Paul Henry. 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 15[TH] OCTOBER 2024

Present Chris Rose – Chairman John Humphreys – Leatherhead Angela Stevens – Leatherhead Paul Vlaeminck – Epsom & Ewell Stuart Kidd – Leatherhead Shona Rose – Leatherhead Oliver Thornton – Leatherhead Samuel Baker – Leatherhead Neil Dallen – Epsom & Ewell Tracey Vlaeminck – Epsom & Ewell Kimberley Vlaeminck- Epsom &Ewell Benita Middleton – Leatherhead

Apologies: Fiona Page – Leatherhead; Ian Smalley – Epsom & Ewell; Phil Raindle – Epsom & Ewell.

1. The Chairman welcomed everyone to the meeting .

2. Minutes of the Annual General Meeting held 19[th] October 2023 were approved. Proposed by Shona Rose & seconded by Stuart Kidd.

3. A copy of the Chairman’s report had been issued as part of the Annual Report and circulated electronically to all committee members. Similar reports had been sent to Leatherhead & Epsom and Ewell District AGMs. The Chairman gave a summary of the important items in the report. The report was accepted by all present.

4. The accounts had been examined by Neil Carter. 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 almost double the previous year. Major expenditure had been the purchase of a new tractor “Edward”. Due to the increase in income from both scouts and DofE had not needed to use any reserves nor donation from Richard Shortman. The accounts were approved, proposed by Angela Stevens and seconded by Samuel Baker. All in attendance accepted the accounts.

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

2. Epsom & Ewell – Paul Vlaeminck and Ian Smalley. Nigel Bird was standing down as moving from the area. Neil Dallen to find a replacement.

3. Leatherhead –John Humphreys, Samuel Baker & Oliver Thornton.

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

5. Shona Rose – Leatherhead Chris Rose - Leatherhead Angela Stevens - Leatherhead Benita Middleton – Leatherhead

6. 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. Proposed by Neil Dallen and seconded by John Humphreys.

7. The meeting noted the Management Committee appointment of Benita Middleton as Treasurer and Minutes Secretary. Proposed by Samuel Baker and seconded by John Humphreys.

8. The meeting gave the Committee its approval to the appointment of Neil Carter as Independent Examiner of the accounts for financial year 2024 - 2025.

9. It was agreed that the Constitution as registered with the Charity Commission in 2021 required no changes and that the document should be reviewed at the next AGM.

10. 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.

11. The Chairman thanked Phil Raindle for his many years of involvement with the site in absentia and informed the attendees that a voucher would be delivered to him. The Chairman also thanked Nigel Bird for his contribution to the site, both when DC and as a member of the committee, and presented him with a “bottle”.

12. Thanks were expressed to the committee and service crew for all their hard work throughout the year. Shona Rose expressed thanks to the site wardens and keyholders, especially those

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who helped with large school midweek bookings that brought in significant sums.

1. Any other business – it was highlighted that the site had a significant amount of money in the bank and future plans for site development were discussed. It was agreed that once the land had been registered properly the Districts should be contacted as to what they would like to see on site – specifically using the money bequeathed by Richard Shortman.

2. A discussion was held about the structure and timing of the AGM. It was agreed to continue with the current format.

3. The meeting closed at 19:35h.

4. that the site was in excellent condition and that the Committee were showing excellent management of the site.

5. The meeting closed at 21:30h.

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BOIDIER HURST SCOUT CAMP SITE

MANAGEMENT COMMITTEE

ANNUAL ACCOUNTS 2024/25

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BOIDIER HURST SCOUT CAMP SITE TRUSTEES ANNUAL REPORT FOR THE PERIOD ENDED 31ST MARCH 2025 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 Comrnittee / 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 buildin85 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 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 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. Approved by the Trustees on 30th September 2025 and signed on their behalf by: /¥,JLa. Chris Rose Chairman Benita Middleton Treasurer Boidier Hurst AGM 2025

BOIDIER HURST SCOUT CAMP SITE REPORT AND ACCOUNTS FOR THE PERIOD ENDED 31[ST] MARCH 2025. ~~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 PAUL HENRY 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 2025

	Current Year	Previous Year
Total receipts for Year	£50,192.71	£62,002.21
Total payments for Year	£30,596.08	£64,410.64
Net receipts (Payments) for the Year	£19,596.63	-£2,408.43
Cash Bank and Similar Funds b/f	£81,805.44	£84,213.87
Cash Bank and Similar Funds c/f	£101,402.07	£81,805.44

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Boidierhurst Scout Campsite Receipts & Payments Account For Year Ended 31 March 2025

Receipts Camp Fees DoE Camp Fees Scouts Manly Building Day Visitors Group Levies 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 £24,326.00 £9,229.00 £5,105.00 £0.00 £5,000.00 £207.00 £2,485.71 £0.00 £3,840.00 £50,192.71 £1,073.26 £5,808.43 £2,494.83 £1,453.46 £5,443.17 £5,298.21 £11.00 £2,441.13 £2,444.79 £455.70 £696.01 £256.21 £2,409.88 £310.00 £0.00 £30,596.08	Previous 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 £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
			£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

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Boidierhurst Scout Campsite Monetary Assets (Cash,Bank & similar funds) For Year Ended 31 March 2025

CAF Bank Current Acc. CAF Gold Account 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 £5,874.51 £45,527.56 £0.00 £50,000.00 £101,402.07 £778,000.00 Nil Nil	Previous Year
		£7,132.62 £24,672.82 £0.00 £50,000.00 £81,805.44
		£778,000.00 Nil Nil

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Independent Examiner's Report to the Trustees of the BOIDIER HURST SCOUT CAMP SITE MAIIAGEMENT COMMITTEE I report on the accounts of the Campsite for the year ended which comprise the Statement of Financial Activities. the Balance Sheet and any related notes. 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 trustees those marters l am required to state to them in an Independent Examiner's report and for no other purpose. To the fullest extent pemiitted 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 ot.the Charities Act 2011 (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 Gencral Dircctions given by the Charity Commissioners (under Section 145(5)(b) of the Charities Act). and To state whether partiLular 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 %eeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidcnce 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 confinn that no matt¢rs hav¢ com¢ to my att¢ntion 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.. Rrs Address: o o ei4 u LCII nycrLIiL4<) Acs£ /-rti Crfo k/a2 9 6q Signature Date: / ? J- LT700006 (1$t February 2017) pag¢ I