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2022-03-31-accounts

Wolverhampton Scouts Joint Management Committee Annual General Meeting Wednesday 4[th] May 2022

Wolverhampton Scouts (t/a Patshull Activity Centre), registered charity number 518018

Charity overview

Wolverhampton Scouts, trading as Patshull Activity Centre is a 100% volunteer-led charity that runs an outdoor activity centre for children, young people and adults.

We engage with any youth-based organisation (such as scouts, guides, cadets, etc.), educational institutions (such as schools, colleges, universities, etc.) along with our wider community/and other businesses.

We provide both residential and non-residential outdoor learning experiences in order for children and young people to reach their true potential.

We occupy 16 acres of woodland/parkland within the Patshull estate on the Shropshire and Staffordshire border (just outside Wolverhampton) and boast a rich history being part of the estate since 1912!

Our aims and objectives

Patshull Activity Centre is a volunteer-led outdoor activity centre working with children and young people from all backgrounds of our communities and welcome any organisation that work with children and young people to enjoy what we have to offer.

We specialise in being a fantastic venue for outdoor learning experiences which enable children and young people to develop in so many different ways.

We’re passionate about ensuring that we are accessible to all, regardless of budget as we service some of the most deprived neighbourhoods across the Midlands region and because of this our prices start at only £3 per person to camp overnight.

We are run by solely by volunteers from the local scouting community, the aims of The Scout Association, of which we are part, is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potential as individuals, responsible citizens and as members of their local, national and international communities. Through adventure we challenge individuals so that they learn and experience new things that enrich their lives.

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Contents

1. Agenda Agenda Page 4
2. Reports
(a) Assistant Site Manager Report Page 5
(b) Bookings & Activity Report Page 5
(c) Providore Report Page 5
(d) Fundraising and Development Report Page 6
(e) Service Team Report Page 6-7
(f) Treasurer’s Report Page 7-8
(g) Manager’s Report Page 9
3. Proposed Constitution Page 10-12

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Annual General Meeting Agenda

  1. Apologies

  2. Minutes of last AGM

  3. Matters arising

  4. Vote required on the Constitution

  5. Reports:

  6. (a) Assistant Manager Report

  7. (b) Bookings & Activity Report

  8. (c) Providore Report

  9. (d) Fundraising and Development Report

  10. (e) Service Team Report

  11. (f) Treasurer’s Report

  12. (g) Manager’s Report

  13. Election of Officers:

  14. (a) Chairman

  15. (b) Secretary

  16. (c) Treasurer

  17. (d) Independent Auditor

  18. (e) Manager (now every 5 years, appointed 2021)

  19. (f) Assistant Manager (now every 5 years, appointed 2021)

  20. (g) Trustees

4

Assistant Site Manager Report (Warden’s report)

We have a proud history of scouting on the Patshull Park estate, dating back to 1912 (being the year of our first recorded camp). It struck me the other day that we are now in our 110th year! Something to be proud of I’m sure you will agree!

I can only imagine all the fantastic things that have happened over the years and all the hard work, grit and determination that has helped secure our future, something especially relevant today when you look what we have achieved as a team over recent years. A HUGE THANK YOU for all the ongoing support from our chairman Bob, our committee, our manager Richard, and all our team of committed volunteers! We should all be extremely proud of what we achieve together.

Now, Bill, I promise I’m not saying you are quite 110 years of age, but this journey is something you have no doubt witnessed a significant part of and I must make a special mention of your ongoing support. I personally, take great reassurance from our lengthy talks, being able to witness your continued enthusiasm, listen to your opinions and for all your support in general – THANK YOU!

Another special mention must go out to Nick Benton, Tom Collins and Rob Lockley – the hours you all put in is phenomenal and the site is looking amazing!

Bookings & Activity Report

Wow… what a fantastic year it has been, I say year, I ran a report of our bookings from 1st April to 31st March but, from the impact of the coronavirus pandemic, the reality was that this was from just 7th August last year, amassing a huge £10,998 worth of bookings! Interestingly comprised of 106 activities being delivered, generating £4145, approaching 40% of our generated income – a special mention of all of our activity instructors for this! Our trading over eight months alone has easily rivalled what we would normally achieve in twelve months.

As we look forward to the next twelve months, we have an extremely healthy number of bookings totalling an anticipated £12,415 and that is without a vast number of last-minute additions for activities and other bookings we are yet to receive.

The new bookings system has been working well, with some good feedback about being able to instantly place a booking and pay for the deposit online. Our processes have changed slightly requiring the balance of invoices to be settled 30 days prior to arrival, following suit of other campsites and seems to be really working for us.

I must stress that without our team of committed volunteers, these bookings would not be able to happen – THANK YOU!

Providore Report

After carrying out some modernisations in the providore, I think it is safe to say it is looking better than ever and continues to prove popular too! Our sales reaching around £1866.87 over the last financial year with our top salesperson being Nick Benton! Not wanting to take anything away from Nick, you haven’t been tactically leaving yourself logged in have you taking note from our previous top salesperson Rob Lockley!!? Seriously, a huge thank you for all your efforts.

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Fundraising and Development Report

We are always looking out for new ways in which we can generate funding, regularly applying for grants in the background, probably not as much on this during the last 6 months due to the range of developments that have taken place:

This will only continue with:

I’m so proud of what we have achieved and look forward to what we continue to accomplish – thank you once again for all your support along this journey.

Joe Trusselle BEM

Trustee/Assistant Site Manager

Service Team Report

The last 12 months has seen a huge amount of work going on, not just by Service Team members but also Volunteers, friends, Bird watcher, you name it!

As ever, Tom, Rob and Nick are doing regular maintenance work on the site and looking after day-to-day issues. The Service team has been mainly involved with larger scale projects which have included moving the field shelter onto a new base, rebuilding it, new tin roof and cladding the inside.

We have built bridges over the stream, Post and Rail fenced around the Activity area and built a solid base for the Activity store.

The last team and next team weekend will be taken up with finishing the bases for the Yurts on the flat field so we can get these into use ready for the summer season.

I am pleased to report that we have recruited 3 new members to the team so we now have 15 members.

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We have now agreed a rolling diary for the next 12 months which will also allow planning for larger projects and planned site maintenance.

Thanks to the team for their help and support this year

Yours in Scouting John Treagust Service Team Leader

Treasurer’s Report

Wolverhampton & District Boy Scouts Local Association T/A Patshull Activity Centre

I, Nick Barry, hereby present the accounts for the year to 31 March 2022 for “Patshull Scout Camp”.

Profit and Loss Year end 31/03/2022

During the 2021-22 year we have made good progress as we were able to reopen following the Covid 19 pandemic. With good bookings in the final 3 quarters of the year and a good update in the new and improved activities now on offer.

We continued to invest in the site with lots more work been done to get the site ready for our visitors to return site by our volunteers which is reflected in the high level of maintenance spend as we improved the facilities across the whole site.

We were also able to secure a grant which was used to fix the dam and allow the pool around monkey island to refill giving us a new area in which water activities can also be offered. This is shown in deposit section of the accounts and the investment is shown on the fixed assets.

Depreciation for the year has increased to reflect the increase in fixed assets

An operating loss of £11.3k for the year mainly down to the increase in both depreciation and maintenance. Total profit after donations, however, was £48k.

Balance sheet as at 31/03/2022

As mentioned above we were able to secure a grant which along with a loan extended by the new landlords we were able to fully restore the moat around monkey island which now gives us a new area where water activities can be done total investment in this was £60k.

In addition to this we were also able to replace all of the windows on both the golf house and also the barn and wardens’ den again we were able to secure a great deal on these at a cost of £18k which should have been much more.

As part of the new lease, we have been able to expand the size of the site and have invested in a high ropes activity area at a cost of £11k.

The new landlords have loaned the campsite £50k which as been used to fund the new assets this loan is interest free and will be repaid £10k per year over the 5 year lease.

The bank balance continues to grow year on year and again we have broken it down in to its individual elements of protected pots of money which have been allocated.

We have the remainder of Dons donation £7.7k, remaining donations received in the year of £7.7k with and additional £6.3k remaining from the sale of the camping equipment. The equipment replacement fund stands at 23.3k up on last year due to the increase in assets and depreciation. the new site fund has reduced to £25k as we have spent a bit of money clearing the planning conditions during the last year. given the commitment from the new landlord we have also set up a restricted rent fund of £15k representing a year and a half rent to ensure we can always meet our commitment to them. Leaving the site with free operating cash of £8k

Net assets of the year stand at £172k up from £124k last year. which I think is an excellent result and reflects the investment we have made in the site which we feel stands us in a very good place at a very exciting time for the campsite.

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PATSHULL ACTIVITY CENTRE TIA Palthulswmt Camp F￿r￿r￿ E•d 31.(k3.3)22 (brnpFeES -L630 Boo 4.512 2flJ Af¥J sy I1￿tyF1I1 dKt 231 431 IL(6 7Z G75tof sa￿5(pr￿￿1dOr￿) 7Bi 53 -247 -5 13 p￿Idarp￿)Wft f4avyiN 15 6rn5 ￿l(Lo￿Tr. 47 58 IhErhe3ds rt&HMt 4117 1.175 1174 -L559 i.aB2 L21? 32A 473 IA5Q 6.383 2A37 &Fz4 40 IthErt5¥¥&PPi 133 553 •36 3ts11 &5)7 I1￿1$ 49 7D7 163 LbJNalvJNs 57.745 1.3 57 57 TIAP1ts￿1s￿C￿ oi 01 Iroiiii OJ Q41011121 2a7Dii .n5 J91 2151 4257 2FI2 1.701 S7.AL• All.715 IY3 14c¢ 7JL? Jiu 155Jl 59 •Jr# sji •J 7.731 5)1 Sji B2ff 476 114J4 y.• 97.•JJ 3)• L711 1.713 IF 17B 17ZJ 3.X J2Q 177S• 41.723 012US 19J13 59J¥• J4741 L713 94iJ• J •ITJ5 17IILg IWJJ trl ￿{D P&Lkats IIIJLLD 4& IDPJJ7 .yS1 47.141 A7751• A7L92• IW•JJB 74151

Manager’s Report

Another AGM report written on the back of a disrupted year due to COVID, however with our site moving on leaps and bounds thanks to the sterling work of a number of you, special mention must go to Joe Trusselle, without his hard work, enthusiasm and drive to make Patshull a better place we simply would not be in this position. Also, as Joe has already mentioned, a big thank you to Tom, Rob & Nick for the countless hours spent out at the site, finally to all the volunteer Duty Wardens, Activity Instructors and Service Team for all the fantastic work you do delivering opportunities for young people to enjoy our great facilities.

As last year I provide a little update on the two sites we currently have:-

Current Site – The new lease was entered into on the 24[th] June 2021 and is a fixed term to the 31[st] December 2025 but allows for the landlord to break, at 6 months’ notice, on the 31[st] December 2023. As reported last year the Mercer’s have given us £60,000 to spend on site improvements, which we have done and are currently repaying £2,500 per quarter. Joe and I have met the Rob on a number of occasions and he is extremely happy with the progress and improvements made, I have asked for an extended lease and will continue with those negotiations over the next year or so.

New Site – we own c12a of woodland to the north of Burnhill Green and during the year have made a lawful commencement on the proposed development by installing a short length of access track. This effectively means our planning permission now lasts forever, so if we were to lose the current site we could start building at the new site. I do hope we never need that fall back option!

You will see from Joe’s reports the improvements we have made in the last year, in addition we have acquired a mobile climbing wall which we will look to site in the activity area very soon, it has an auto belay system so we should be able to get it into use very quickly.

Turning to the finances as you can see from the statements and Nick’s summary we are well placed with good reserves and the ability to invest in making the site even better, we need to remember that just to stand still we need to bring in £450 every week, so keep promoting the site and lets get it used every weekend.

We do still need new volunteers to join our Duty Wardens, Activity Instructors and Service Team as well a Bookings Coordinator to help take some of the pressure off Joe, so if you know anyone with a couple of hours a week spare please pass them my details.

Finally, and to reiterate my first paragraph, a massive thank you to everyone on the team here at Patshull for everything you’ve done in the last year, with bookings going well we have a busy twelve months ahead, in addition to all the improvements and extra facilities we have planned.

Yours in Scouting Richard Shackleton Trustee/Manager

9

Revised Constitution

The new constitution was approved at the last AGM in 2021, however following a change to the roles a slightly amended version is tabled for approval at the 2022 AGM where a vote will be taken:-

WOLVERHAMPTON SCOUTS

PATSHULL ACTIVITY CENTRE CONSTITUTION

DEFINITION

Patshull Activity Centre (the centre) is a property run by the 3 districts of the Wolverhampton Scouts. It is located on the Patshull Estate in the district of South Staffordshire.

TRUSTEES

The trustees are the Scout Association, Gilwell Park, Epping, Chingford, Essex.

AIM

The aim of the centre is to provide residential and outdoor activity opportunities for Scouts, both boys and girls, as well as other organisations as may be considered able to benefit from those opportunities in a fully inclusive manner

CONTEXT

The purpose of Scouting:

To help young people to achieve their full physical, intellectual, social and spiritual potential as responsible citizens and members of their local, national and international communities regardless of personal circumstances.

The Scout Method: Scouting uses a method where young people are in partnership with adults: Enjoying what they are doing by learning from each other. Learning by doing and helping each other. Participating in varied and progressive activities, Making choices for themselves, Taking responsibility for their own actions, Working in groups and leading a group Taking part in activities outdoors, Sharing in prayer and worship, Making and living out their promise. Key Policies: The Scout Association has developed key policies related to child protection, Anti -bullying, Safety, Equal opportunities, Religion, Development. S.E.N.D. policies These can be found in the latest edition of the P.O.R. of the Scout Association.

MANAGEMENT OF THE CENTRE

The centre will be managed by the Patshull Activity Centre management committee (the committee) on behalf of the Wolverhampton Scouts.

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Responsibilities of the committee:

The committee is responsible for the general upkeep of the site and its day to day running, as well as making bookings for the use of the centre, to include

The raising of funds,

The insurance of persons, property and equipment,

Maintaining the site in a safe manner,

The proper use of the site within the bounds of the Scout Associations key policies.

MEMBERSHIP OF THE COMMITTEE

The committee shall be composed of the following persons,

Ex officio, a chairperson, the District Centre Manager (known and referred to as the manager), the District Camp Warden (known and referred to as the assistant manager), the treasurer, the secretary and booking secretary. The District Commissioners (DC) of the Wolverhampton Scouts,

Each Wolverhampton Scout district will nominate a representative and a young member,

A representative of the West Mercia Scout County nominated by the County Commissioner (CC).

A committee member may hold more than one post except for the positions of chairperson, manager, assistant manager and treasurer.

ATTENDANCE AT COMMITTEE MEETINGS

In addition to the members of the committee duty wardens and service team members may attend meetings but may not vote except at the AGM.

RESPONSIBILITIES AND MANAGEMENT

The responsibilities of the manager and assistant manager will be agreed by discussion with the committee and reviewed from time to time as necessary. Appointments for these positions will be issued by the county executive and reviewed every 3-5 years to comply with POR.

Duty wardens may be appointed by the committee as required. They will be responsible to the committee through the assistant manager.

A service team may be established by the committee and be responsible to the committee through the assistant manager, to assist with the maintenance of the centre. All members of the team will be checked for compliance with safeguarding regulation of the Scout Association.

COMMITTEE MEETINGS AND PROCEDURE

Meetings:

The committee shall meet for an AGM within 6 months of the financial year end to

Receive and consider the annual report of the committee including the annual statement of accounts, To approve the nomination of the ex-officio members,

To confirm the members nominated by the Wolverhampton Scouts districts,

To appoint an auditor as approved by the Charities Commission.

Sub Committees:

The committee shall establish sub committees as necessary. Procedures:

The committee shall convene at such times required to carry out their duties, normally a minimum of 3 times annually, to include the AGM.

Other meetings may be called by the chairperson, manager or assistant manager as deemed necessary. Quorum for meetings:

The quorum for meetings of the committee shall consist of 5 members of the committee chaired by one of the following ex-officio members – the chairperson, the manager, the assistant manager. Management of committee meetings:

All questions that may arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

If consensus cannot be reached a vote will take place and the decision made by simple majority. The chairperson will not have the casting vote. In the event of an equal vote the matter will be taken as not carried.

FINANCE

The committee shall ensure proper financial planning and budgetary control, including fees, for the centre. Changes to the fees may be approved by the committee and reviewed annually.

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Persons entering into financial or contractual obligations must ensure that they are acting for the benefit of the committee.

Bank Accounts:

All monies received on behalf of the centre must be paid into a bank account held in the name of the centre. The bank where the funds are held is to certify the balance at the end of the financial period to the satisfaction of the appointed auditor.

All invoices received and cheques paid must be countersigned by 2 of 3 signatories authorised by the committee. Books of Accounts:

A statement of accounts must be prepared annually and audited in accordance with the rules of the Scout Association and Charities Commission.

This statement must account for all monies and funds received and paid for on behalf of the centre. Signed copies of the annual report and accounts shall be made available for the Wolverhampton Scout district’s executive treasurers within 14 days of the AGM, and to the Charity Commissioners within 10 months of the financial year end.

To comply with HMRC regulations reports should be retained for a minimum of 6 years.

CHARITABLE STATUS

The centre is registered as an educational charity and shall appoint trustees as required by the Scout Association and Charity Commission.

CHANGES TO THE CONSTITUTION

All changes to the constitution must be approved by a meeting of the committee.

Minor changes can be considered at committee meeting. Any significant change must be brought before the AGM and approved by 2/3rds of those present at the AGM, and the executives of the Wolverhampton Scout districts.

Any changes to POR affecting the constitution will be considered by the committee and changes implemented as necessary.

To accompany the revised constitution please find attached an organisation chart:-

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Wolverhampton & District Boy Scouts Local Association T/A Patshull Scout Camp Profit and Loss Account For Period End 31.03.2022

Sales
Camp Fees (inc Deposits)
-1,630
Golf House Fees
600
Providore Sales
0
Activity Fees
604
Field Kitchen
Marquee
Barn Hire
25
Interest
3
Covid Grants
-398
Cost of sales (providore)
Purchases
Decrease / (Increase) in Stocks
0
Providor Profit
0
Providor Profit Margin
0%
Gross Profit/(Loss):
-398
Overheads
Rent
0
Rates
Light & Heat
298
Insurance
473
Repairs & Maintenance
1,850
Telephone & Fax
71
Activity consumables
0
TV Licence
40
Stationary Printing and Postage
EPOS
279
Advertising & PR
Depreciation
936
3,946
Net Profit/(Loss) Before Donations
-4,343
Donations
equipment sales
Donations
65
Grants
57,785
57,850
Net Profit/(Loss) After Donations
53,506
Q1 2021/22		 4,512
200
0
234
3
4,948
0
0
0%
4,948
407
473
6,383
75
104
39
3,630
11,111
-6,163
250
1,307
1,557
-4,606
Q2 2021/22		 5,599
0
919
0
0
0
0
2
6,521
781
781
138
15%
5,740
0
0
952
473
2,437
78
0
40
3,512
7,492
-1,752
0
0
0
-1,752
Q3 2021/22		 5,200
69
2
5,272
-553
-553
622
901%
5,825
518
455
251
73
40
3,537
4,874
951
0
0
0
951
Q4 2021/22		 13,682
800
988
838
0
0
25
11
0
16,344
781
-553
228
760
77%
16,116
0
0
2,175
1,874
10,921
296
104
159
0
279
0
11,615
27,422
-11,307
0
315
59,092
59,406
48,100
YTD 2021/22		 -75
0
338
0
0
0
0
40
21,669
21,972
534
-247
287
51
15%
21,685
0
0
-2,559
1,882
2,219
321
0
158
0
0
133
2,553
4,707
16,978
0
5
0
5
16,983
YTD 2020/21

Wolverhampton & District Boy Scouts Local Association T/A Patshull Scout Camp Balance Sheet as at 31.03.2022

Q1 2021/22 Q1 2021/22 Q2 2021/22 Q2 2021/22 Q3 2021/22 Q3 2021/22 Q4 2021/22 Q4 2021/22 2020/21 2019/20 2018/19 2017/18 2016/17 2015/16 2014/15
Fixed Assets
Activity Equipment 4,735 10,373 9,823 9274 90 538 987 1435 1,763 2,191 2,676
Fixtures, Fittings & Equipment 48,083 97,191 95,457 95384 23871 6322 7947 9471 11,401 7,369 967
Plant & Machinery 2,599 2,450 2,302 2154 2747 2233 2712 3580 4,487 5,576 2,069
New site 1,701 1,701 4,257 4257 1101 600 600
57,118 111,715 111,838 111,068 27,809 9,694 12,246 14,486 17,652 15,136 5,712
Current Assets
Stock 1,400 2,171 1,390 1943 1400 1154 2847 1911 2,650 1,673 2,308
Debtors and prepayments 564 564 564 564 2865 3453 110 611.24 535 1,841 689
Dons Funds 7,719 7,719 7,719 7,719 7,719 7,719 7,719 7,719 7,719 7,719 7,719
Equipment Replacement fund 19,813 18,512 22,024 23,310 18,877 18,063 15,512 12,583 9,417 10,204 13,620
Camping Equipment Sales 6,359 6,609 6,609 6,609 6,359 6,359 6,344 6,284 6,284 4,764 0
Donations 7,801 9,108 9,108 9,108 7,736 7,731 7,711 7,708 5,919 5,575
New site fund 28,501 28,501 28,501 25,346 28,501 29,602
Restricted Future rent fund 15,000 15,000 15,000 15,000 15,000
Bank Balance 37,037 14,744 7,638 8,202 9,476 24,603 25,095 18,244 14,693 9,759 1,354
124,194 102,928 98,553 97,800 97,933 98,683 65,338 55,060 47,217 41,535 25,690
Current Liabilities
Trade Creditors 1,723 1,723 1,723 1749 1723 1340 1723 1552.77 1,591 5,285 1,974
Deposits 2,063 0 0 0 0 910 1035 1,505 1,330
Mercer Loan 40,000 37,500 35000
Accruals 0 355.43 278 650
3,786 41,723 39,223 36,749 1,723 1,340 2,633 2,943 3,374 7,265 1,974
Current Assets less Current Liabilities: 120,408 61,205 59,330 61,052 96,210 97,343 62,705 52,116 43,843 34,271 23,716
Total Assets less Current Liabilities: 177,526 172,920 171,168 172,119 124,020 107,037 74,951 66,602 61,495 49,407 29,428
Capital & Reserves
Capital Account 124,020 124,020 124,020 124,020 107,037 74,951 66602.2 61,495 49,407 29,428 26,027
P & L Account 53,506 48,900 47,148 48,100 16,983 32,086 8,348 5,108 12,088 19,979 3,401
177,526 172,920 171,168 172,120 124,020 107,036 74,951 66,602 61,495 49,407 29,428

0.27

Independent examinerfs report to the trustees of Wolverhampton & District Boy Scout LocaL Association I reportto the trustees on rny examination of the accoLtnts of Wolverhampton & District Boy Scout Local Association forthe year ended 31st March 2022. Responsibilities and basis of report As the charity trustees of the WgLverh8mpton & District Boy Srout L¢xaL Association you are responsible for the preparation of the accounts in accordance wrf(h the requirements of the Charities Act 2011 Ilhe Act'l. I report in respect of my examination ofthe Wolverhampton & Distrirt Boy Scout Local Association ccounts carried OLrt under section 145 of the 2011 Act and in carrying out my examination I have followed all the appl￿able Directions gNen by the Charity Commissiori under seciion 145lSllbl of the ACL Independent examiner's statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination gNing me cause to belièvè that in any material Tespert accountin9 records were not kept in respect of the WoLvÈrhampton & Distrirt Boy Srot LocaL Assoaation zs required by section 130 of the ACL or the accounts do not accord with those records. I have no concerns and have come across no other matter5 in connÈrtion with the examination to which attention should be drawn in this report in ofder to enable a proper understanding of the accounts to be ached. Signed.. Name.. Paul Thompson Relevant professional qualificatM)n or membership of professional tNxlies lif any).. Association of Accounting Technicians IAAT) Address.. 9 Gough Close. CodsalL South Stsfts. WV8 IFF Date.. 29° January 2023