## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **MINUTES FOR ANNUAL GENERAL MEETING** ## **7pm Friday 18th October 2024, held at – The Kings Head, East Hoathly, BN86DR** |**In Attendance**|| |---|---| |**County Chairman**|Leighton Budinger| |**Vice Chairman**|Harry Petfield| |**Vice Chairman**|Elliot Matthews| |**Events Chair**|Lucy Field| |**Trustees**|Jeff Trunkfield, Howard Wood, Charles Coombe
Tennant, Rob Field| |**Treasurer**|Fran Johnson| |**Co-Options**|Chris Cook| |**Hailsham**|Louise Morris, Laura Major, Oscar Petfield,
Charlie Major, Jess Roberts| |**Lindfield**|Jess May Taylor, AJ Coburn| |**Pulbrough**|Charles Coombe Tennant| ||| ## **1. Welcome by the Chairman of the Meeting** Jeff Trunkfield Chaired the meeting and welcomed everyone to a new venue and thanked all for coming. ## **2. To receive apologies for absence.** Apologies received from, Jeremy Courtney (Plumpton College), Rob Morris (VP), Cameron Snelgrove (Accounts checker), Helen Kirby (NFU), Sara Passmore (Steyning), Jen Hamby (Hailsham) ## 3. **To approve and sign the Minutes of the Annual General Meeting held on Monday the 24[th] October 2023.** **Proposed –** Leighton Budinger **Seconded –** Oscar Petfield 4. **To Appoint Tellers** Chris Cook and Howard Wood. 5. **To receive and adopt the Sussex Federation of Young Farmers’ Clubs Annual Report for the year ending 31st August 2024** County Chairman Leighton Budinger gave his thanks for the support from all over the year. Thanks to Hannah for her support in the office and thanks to Lucy for her brilliant effort with County Events. Thanks to Nick Pile for his term as President and support over the time. He thanked Fran Johnson and Cameron Snelgrove for their continued work with the accounts and to Charles Coomber Tennant for his fantastic Training fund which has helped so many members over the year. He also mentioned Mary Masters who is continuing her progress and rehabilitation after illness this year. As Young Farmers we move forward and embrace our responsibility to help young people achieve their goals. **Proposed** – Harry Petfield **Seconded** – Charles Coombe Tennant 6. **To receive the Annual Events Report from Events Chair, Lucy Field.** Lucy did a fantastic round up of the year's events. It has been a big year and the first with the absence of Mary Masters. She talked through all the County events that we;ve held and handed out a program for next year. This years events include: Stock Judging, County Ball (Many thanks to our sponsors), Nike Hike (Many thanks to Lucinda Morgan), Dairy Stock (Thanks to Ruth and James Wallis), SEEVAC Tractor Run, Plumpton Races, Kent v’s Sussex Rugby Match, Plumpton College Open day, Heathfield Show, South of England Show, Barn Dance, Autumn Fayre and Scare crow competition, A member in September (thanks to Heard and Healy for donating the prize). Lucy gave a congratulations to all clubs who attended County Events or ran their own. New events for 2025 – County Bowling Competition, Lindfield are running the Night Hike, Summer Ball, Sponsored Horse Ride. Please do continue to help and support at County events, all ideas also welcome! Lucy completed her report with a quote from Mary Masters in the 1971 annual report. **(Quote from Mary)** 7. **To receive and adopt the Sussex Federation of Young Farmers’ Clubs Statement of Accounts for the year ending 31 August 2024 - Mrs Fran Johnson.** Proposed – Laura Major (Hailsham) Seconded – Jess Roberts (Hailsham) Charles Coomber Tennant noted that King Charles is now the President of Young Farmers and he would like a letter written to him to congratulate him. Leighton suggested he work with Elizabeth Buchanon to write the letter and get it sent directly. 8. **To receive and adopt the Sussex Federation of Young Farmers’ Clubs Annual Return of Membership for the year ending 31st August 2024 on which the County, South East Area and National Levy are calculated.** 9. **Resolutions:** a) “That the Sussex Federation of Young Farmers’ Clubs will collect the NFYFC levies for the year ending 31st August 2025 which are: £ 35.00 per open club member £ 15.00 per associate member **Proposed by:** Leighton Budinger **Seconded by:** Elliot Matthews b) “That the Sussex Federation of Young Farmers’ Clubs Open Club levies for the year ending 31[st] August 2025 be: £ 45.00 per open club member £ 17.00 per associate member **Proposed by:** Harry Petfield **Seconded by:** Laura Major c) “That the Sussex Federation of Young Farmers’ Clubs will collect the South East Area levies for the year ending 31[st] August 2025, whatever they be, by dividing equally between all Clubs within the Federation. **Proposed by:** Elliot Mathews **Seconded by:** Leighton Budinger 10. Sussex Federation of Young Farmers’ Clubs to appoint for the year ending 31[st] August 2025:  **President -** Lucinda Morgan **Proposed** – Jessica May Taylor **Seconded** – Oscar Petfield  **Vice Presidents -** To remain in position and Mary Masters to made honorary Life Vice President **Proposed** – Louise Morris **Seconded** – Charlie Major We also take a moment to remember Ivan Ballard, Vice President who sadly passed away this year.  **Holding Trustees** - Rob Field, Jeff Trunkfield, Charles Coombe Tennant and Howard to remain in position. **Proposed** – Jessica Roberts **Seconded** – Charlie Major 11. Sussex Federation of Young Farmers’ Clubs to appoint for year ending 31 August 2025:  **Honorary Solicitor -** Simon Baillie Hamilton – Mayo Whynne Baxter **Proposed** – Charlie Major **Seconded** – Laura Major  **Person to Examine the Accounts –** Paul Fielding, qualified accountant **Proposed** – Laura Major **Seconded** – Harry Petfield 12. Presentation of Awards for Sussex Federation of Young Farmers’ Clubs **The Jim Green Trophy** (WS19) Proportional % Membership Increase **1[ST] – Lindfield YFC with a 2000% Increase 2[nd] – Steyning YFC with 18% Increase The Marriner Trophy** (AGM1) Club with Best Attendance at County Committee Meetings **1st - Hailsham 2[nd] – Lindfield 3[rd] - Steyning The NFU Trophy** (AGM 3) Clubs in East Sussex – Competitions, attendance at Meetings, attendance at training events, membership increase **1[st] – Hailsham 2[nd] – Forest Row The Frank Woodward Trophy** (WS20) Clubs in West Sussex – Competitions, attendance at Meetings, attendance at training events, membership increase **1[st] – Lindfield The Stockman of the Year (S14)** Winning Individual with the most marks in a County run Stock Judging event **1[st] - Kesia Meader 2[nd] - Freddie Wallis The Leconfield Trophy** Winning Club with the most marks at a County run stock judging event. **1[st] – Hailsham 2[nd] - Pulborough The Trophy** Person who has helped the most at County run events that is not the Events Chair **1[st] – Harry Petfield £50 Challenge 1[st] – Hailsham, raising £309.85** This year there was an extra incentive of a Price to win which was a voucher for a inflatable assault course, so congratulations to Hailsham ## **Many thanks given to Jeff Trunkfield for stepping in and chairing the meeting and always giving his support to Sussex Young Farmers.** 13. To agree date and venue of next Annual General Meeting – **Friday October 17[th] 2025, Location TBC, Meeting closed at 7.49pm** # **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS REGISTERED AS A CHARITY No 305455** ## **FINANCIAL STATEMENT** **FOR THE YEAR ENDED 31 AUGUST 2024** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **RECEIPTS AND PAYMENTS ACCOUNT** ## **FOR THE YEAR ENDED 31 AUGUST 2024** |**£**
**Levies and Insurance**
Receipts
_Payments:_
Insurance
2,002.66
NFYFC Levy
4,123.20
SE Area Levy
Council Member Fares Pool
**County Ball**
Receipts
Sponsorship
Payments
**Heathfield Show**
Receipts
Payments
**South of England Show**
Receipts
Payments
**Other activities**
2.
Competitions Committee and other fundraising
Receipts
Payments
**Investment Income**
COIF Accounts
(next page)
**Grants**
South of England Agricultural Society
Donations
Sundry Income
3.
**Training and Development**
Receipts
Payments
**CARRIED FORWARD**|**£**
2,002.66
4,123.20|**£**
13,052.37
6,125.86
**2024**|**£**
6,926.51
2,687.30
317.65
0.00
(907.61)
0.00
5,000.00
272.00
(1,663.20)
12,632.65|**£**
1,733.84
3,994.20
0.00|**£**
11,647.43
5,728.04
**2023**|**£**
5,919.39
1,453.00
292.80
2,116.31
1,769.48
0.00
200.00
5,898.41
50.00
(2,377.00)| |---|---|---|---|---|---|---| |||||||| |||3,279.25
3,892.80
4,484.75|||4,940.00
3,487.00|| |||662.71
345.06|||712.80
420.00|| |||0.00
0.00|||2,750.31
634.00|| |||2,566.37
3,473.98|||2,169.48
400.00|| |||||||| |||0.00|||200.00|| |||0.00
1,663.20|||0.00
2,377.00|| |||||||| |||||||15,322.39| **2** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **RECEIPTS AND PAYMENTS ACCOUNT** ## **FOR THE YEAR ENDED 31 AUGUST 2024** ||**2024**||**2023**| |---|---|---|---| ||**£**|**£**|**£**
**£**| |**BROUGHT FORWARD**||12,632.65|15,322.39| |**Less: Administrative expenses**|||| |Administration|12,125.46||11,110.04| |Postage and telephone|48.83||111.85| |Meeting expenses|998.00||270.00| |Printing and stationery|110.40||357.83| |Staff Travel|133.20||138.60| |Equipment & Repairs|97.96||71.99| |Professional Services|353.10||177.77| |Miscellaneous|47.39||0.00| |||13,914.34|12,238.08| |**Surplus/(Deficit) of receipts over payments**||**(1,281.69)**|**3,084.31**| |**Add: Investment income COIF**||1,422.91|716.00| |Movement on designated reserve||(3,336.80)|(2,623.00)| |**Surplus/(Deficit) of receipts over payments - general fund**||**(3,195.58)**|**1,177.31**| **3** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **BALANCE SHEET** ## **FOR THE YEAR ENDED 31 AUGUST 2024** |**Bank accounts:**
Barclays Current Account
COIF Deposit Account
COIF Training Fund
COIF Reserves Account
COIF Closed Clubs Account
Petty Cash
**Represented by:**
**GENERAL FUND**
Balance brought forward
Surplus/Deficit of receipts over payments
**DESIGNATED RESERVE**
Designated Reserve (C Coombe-Tennant )|**£**
**£**
29,446.70
22,144.31
638.30
6,294.27
6.64
55.66
58,585.88
41,130.36
(3,195.58)
37,934.78
20,651.10
**58,585.88**
**2024**|**£**
**£**
30,728.39
20,752.95
607.08
6,294.27
6.31
55.66
58,444.66
39,953.05
1,177.31
41,130.36
17,314.30
**58,444.66**
**2023**|**£**
**£**
30,728.39
20,752.95
607.08
6,294.27
6.31
55.66
58,444.66
39,953.05
1,177.31
41,130.36
17,314.30
**58,444.66**
**2023**| |---|---|---|---| |||39,953.05
1,177.31|| ||||| ||||**58,444.66**| We approve these accounts and confirm that we have made available all relevant records and information for their preparation. Signed:...................................................... Date: ........................................................ **4** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **NOTES TO THE ACCOUNTS** ## **FOR THE PERIOD ENDED 31 AUGUST 2024** ## **1 Basis of Accounting** The accounts are prepared on a receipts and payments basis and therefore do not account for accrued expenses or deferred income. 2. **Other activities** Deficit due to payment in April 2024 for hire of Plumpton Racecourse £1,566 Prime Stock event in Q1 raised £662 3. **Sundry Income** Petty cash remaining from closed down club 5 ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **INDEPENDENT EXAMINER'S REPORT** ## **FOR THE YEAR ENDED 31 AUGUST 2024** ## **Independent Examiner’s Report to the Trustees of Sussex Federation of Young Farmers’ Clubs** I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 August 2024 which comprise a Receipts and Payments Account, Balance Sheet and Notes to the accounts. ## **Responsibilities and basis of report** As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiners statement** I have completed my examination. I confirm no material matters have come to my attention in connection with examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Cameron Snelgrove Company: CSnel Address: Unit 5 The Oast House Crouches Farm East Hoathly BN8 6QX ## csnelgrove@csnel.co.uk 6 # **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS REGISTERED AS A CHARITY No 305455** ## **FINANCIAL STATEMENT** **FOR THE YEAR ENDED 31 AUGUST 2024** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **RECEIPTS AND PAYMENTS ACCOUNT** ## **FOR THE YEAR ENDED 31 AUGUST 2024** |**£**
**Levies and Insurance**
Receipts
_Payments:_
Insurance
2,002.66
NFYFC Levy
4,123.20
SE Area Levy
Council Member Fares Pool
**County Ball**
Receipts
Sponsorship
Payments
**Heathfield Show**
Receipts
Payments
**South of England Show**
Receipts
Payments
**Other activities**
2.
Competitions Committee and other fundraising
Receipts
Payments
**Investment Income**
COIF Accounts
(next page)
**Grants**
South of England Agricultural Society
Donations
Sundry Income
3.
**Training and Development**
Receipts
Payments
**CARRIED FORWARD**|**£**
2,002.66
4,123.20|**£**
13,052.37
6,125.86
**2024**|**£**
6,926.51
2,687.30
317.65
0.00
(907.61)
0.00
5,000.00
272.00
(1,663.20)
12,632.65|**£**
1,733.84
3,994.20
0.00|**£**
11,647.43
5,728.04
**2023**|**£**
5,919.39
1,453.00
292.80
2,116.31
1,769.48
0.00
200.00
5,898.41
50.00
(2,377.00)| |---|---|---|---|---|---|---| |||||||| |||3,279.25
3,892.80
4,484.75|||4,940.00
3,487.00|| |||662.71
345.06|||712.80
420.00|| |||0.00
0.00|||2,750.31
634.00|| |||2,566.37
3,473.98|||2,169.48
400.00|| |||||||| |||0.00|||200.00|| |||0.00
1,663.20|||0.00
2,377.00|| |||||||| |||||||15,322.39| **2** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **RECEIPTS AND PAYMENTS ACCOUNT** ## **FOR THE YEAR ENDED 31 AUGUST 2024** ||**2024**||**2023**| |---|---|---|---| ||**£**|**£**|**£**
**£**| |**BROUGHT FORWARD**||12,632.65|15,322.39| |**Less: Administrative expenses**|||| |Administration|12,125.46||11,110.04| |Postage and telephone|48.83||111.85| |Meeting expenses|998.00||270.00| |Printing and stationery|110.40||357.83| |Staff Travel|133.20||138.60| |Equipment & Repairs|97.96||71.99| |Professional Services|353.10||177.77| |Miscellaneous|47.39||0.00| |||13,914.34|12,238.08| |**Surplus/(Deficit) of receipts over payments**||**(1,281.69)**|**3,084.31**| |**Add: Investment income COIF**||1,422.91|716.00| |Movement on designated reserve||(3,336.80)|(2,623.00)| |**Surplus/(Deficit) of receipts over payments - general fund**||**(3,195.58)**|**1,177.31**| **3** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **BALANCE SHEET** ## **FOR THE YEAR ENDED 31 AUGUST 2024** |**Bank accounts:**
Barclays Current Account
COIF Deposit Account
COIF Training Fund
COIF Reserves Account
COIF Closed Clubs Account
Petty Cash
**Represented by:**
**GENERAL FUND**
Balance brought forward
Surplus/Deficit of receipts over payments
**DESIGNATED RESERVE**
Designated Reserve (C Coombe-Tennant )|**£**
**£**
29,446.70
22,144.31
638.30
6,294.27
6.64
55.66
58,585.88
41,130.36
(3,195.58)
37,934.78
20,651.10
**58,585.88**
**2024**|**£**
**£**
30,728.39
20,752.95
607.08
6,294.27
6.31
55.66
58,444.66
39,953.05
1,177.31
41,130.36
17,314.30
**58,444.66**
**2023**|**£**
**£**
30,728.39
20,752.95
607.08
6,294.27
6.31
55.66
58,444.66
39,953.05
1,177.31
41,130.36
17,314.30
**58,444.66**
**2023**| |---|---|---|---| |||39,953.05
1,177.31|| ||||| ||||**58,444.66**| We approve these accounts and confirm that we have made available all relevant records and information for their preparation. Signed:...................................................... Date: ........................................................ **4** ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **NOTES TO THE ACCOUNTS** ## **FOR THE PERIOD ENDED 31 AUGUST 2024** ## **1 Basis of Accounting** The accounts are prepared on a receipts and payments basis and therefore do not account for accrued expenses or deferred income. 2. **Other activities** Deficit due to payment in April 2024 for hire of Plumpton Racecourse £1,566 Prime Stock event in Q1 raised £662 3. **Sundry Income** Petty cash remaining from closed down club 5 ## **SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS** ## **INDEPENDENT EXAMINER'S REPORT** ## **FOR THE YEAR ENDED 31 AUGUST 2024** ## **Independent Examiner’s Report to the Trustees of Sussex Federation of Young Farmers’ Clubs** I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 August 2024 which comprise a Receipts and Payments Account, Balance Sheet and Notes to the accounts. ## **Responsibilities and basis of report** As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiners statement** I have completed my examination. I confirm no material matters have come to my attention in connection with examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Cameron Snelgrove Company: CSnel Address: Unit 5 The Oast House Crouches Farm East Hoathly BN8 6QX ## csnelgrove@csnel.co.uk 6