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2025-08-31-accounts

SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

MINUTES FOR 20th ANNUAL GENERAL MEETING

7.30pm Friday 17[th] October 2025, Plumpton College, Lewes Rd, BN7 3AE

In Attendance
County Chairman HarryPetfield
County President Lucinda Morgan
Vice Chairman Louise Lincoln
Vice Chairman Charlie Major
Events Chair Blaise Hughes O’Sullivan
Trustees Jeff Trunkfield, Charles Coombe Tennant,
RobField
Co-Options JeremyKerswell
Hailsham Louise Morris, Laura Major, Oscar Petfield,
Jess Roberts , Georgia Band, Finley Band,
Lucy Field, Flo Frizzell, Katie Hipkins, Max
Daniels,
Pulborough Charles Coombe Tennant
County Administrator(Taking minutes) Hannah Fielding
  1. Welcome by the Chairman of the Meeting Harry Petfield chaired the meeting

2. To receive apologies for absence.

Kesia Meader, Sara Passmore, Sarah Parker, Elliot Matthews, Leighton Budinger, Jake Hyland, Ellie Hyland, Rosie Lincoln, Aiden Collins.

  1. To approve and sign the Minutes of the Annual General Meeting held on Monday the 18[th] October 2024.

Proposed – Oscar Petfield

Seconded – Blaise Hughes O’Sullivan

4. To Appoint Tellers

Jeremy Kerswell Jeff Trunkfield

  1. To receive and adopt the Sussex Federation of Young Farmers’ Clubs Annual Report for the year ending 31st August 2025

Lucinda gave thanks to Hannah for her support in the Office and with the set up of QuickBooks and events. Also, thanks to Rob for his work with the Bank as well. Thanks to Charles Coombe Tennant as always for his support with the training fund. We can really feel the Membership pulling together this year, with events such as supporting Chichester with their tractor run.

We welcome the new officers this year and thank those that gave up their time and effort for the past year.

Moving forward Lucinda reminded us to support the website and social media platforms and thanked Charlie and Jess for their sports evenings. Proposed – Oscar Petfield Seconded – Louise Lincoln

6. To receive the Annual Events Report from Events Chair, Lucy Field.

7. To receive and adopt the Sussex Federation of Young Farmers’ Clubs Statement of Accounts for the year ending 31 August 2025

The Accounts have been prepared by Hannah Fielding and Cameron Snelgrove but official submission will take place at the next Executive Meeting in January to allow for QuickBooks to be fully up to date and accurate. The committee were in favour. Harry Petfield noted it has been a successful year thanks to a solid and committed team.

  1. To receive and adopt the Sussex Federation of Young Farmers’ Clubs Annual Return of Membership for the year ending 31st August 2025 on which the County, South East Area and National Levy are calculated.

Hannah reported a successful year with membership especially with the closure of one club, we have remained consistent with other clubs building up the numbers. Final numbers for the end of the year Membership:

Proposed – Blaise Hughes O’Sullivan Seconded – Louise Lincoln

Clubs 2023 2024 2025
Chailey 15 6 0
Chichester 21 23 15
Forest Row 14 10 5
Hailsham 42 36 43
Lindfeld 1 21 26
Pulborough 18 21 23
Steyning 16 19 21
Ringmer and Lewes 27 11 13
Total 154 147 146

9. Resolutions:

a) “That the Sussex Federation of Young Farmers’ Clubs will collect the NFYFC

levies

for the year ending 31st August 2026 which are:

£ 35.00 per open club member

£ 15.00 per associate member

Proposed by: Harry Petfield Seconded by: Oscar Petfield

b) “That the Sussex Federation of Young Farmers’ Clubs Open Club levies for the year ending 31[st] August 2026 be:

Proposed by: Harry Petfield Seconded by: Blaise Hughes O’Sullivan

c) “That the Sussex Federation of Young Farmers’ Clubs will collect the South East Area levies for the year ending 31[st] August 2026, whatever they be, by dividing equally between all Clubs within the Federation.

Proposed by: Leighton Budinger Seconded by: Harry Petfield

  1. Sussex Federation of Young Farmers’ Clubs to appoint for the year ending 31[st] August 2026:

President - Lucinda Morgan Proposed – Harry Petfield Seconded – Louise Lincoln  Vice Presidents - To remain in position Proposed – Lucy Field Seconded – Oscar Petfield  Holding Trustees - Rob Field, Jeff Trunkfield, Charles Coombe Tennant and Howard Wood to remain in position.

Proposed – Louise Lincoln Seconded – Lucy Field

  1. Sussex Federation of Young Farmers’ Clubs to appoint for year ending 31 August 2026:  Honorary Solicitor - Simon Baillie Hamilton of Mayo Whynne Baxter Proposed – Blaise Hughes O’Sullivan Seconded – Oscar Petfield

Person to Examine the Accounts – Paul Fielding, qualified

accountant Proposed – Lucy Field Seconded – Charlie Major

Before presenation of the awards for the year we had a live chat with Gabe Brown via zoom. This was a fantatstic opportunity for us to speak with Gabe and listen to such an inspirational talk about what our future’s in agriculture could look like. Aside from his intellectual talks on agriculture and how we should look at making farming work for us, the main points to take away from his talk were to:

What a truly inspirational man, we are so lucky thanks to Leighton Budinger that we were able to speak with him.

Blaise read us a message from Hadley Glover, Chairman of South East Area who wished us best for the year ahead and he is looking forward to working with us over the year.

Huge thanks to Jeremy Kerswell and his team for always supporting us with Events and especially with the set up of the Equestrian Team this year allowing us to use the college facilities to help that event run.

12 . Presentation of Awards for Sussex Federation of Young Farmers’ Clubs 2025

The Jim Green Trophy (WS19) Proportional % Membership Increase 1[ST] – Hailsham 2[nd] – Lindfield 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] – Ringmer and Lewes The Frank Woodward Trophy (WS20) Clubs in West Sussex – Competitions, attendance at Meetings, attendance at training events, membership increase 1[st] – Lindfield The Leconfield Trophy Winning Club with the most marks at a County run stock judging event. 1[st] – Hailsham 2[nd] - Steyning 2[nd] – Ringmer and Lewes The Trophy Person who has helped the most at County run events that is not the Events Chair 1[st] – Blaise Hughes O’Sullivan

  1. To agree date and venue of next Annual General Meeting – Friday October 16th 2025, Location TBC, Meeting closed at 8.52pm

SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS REGISTERED AS A CHARITY No 305455

FINANCIAL STATEMENT

FOR THE YEAR ENDED 31 AUGUST 2025

SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

RECEIPTS AND PAYMENTS ACCOUNT

FOR THE YEAR ENDED 31 AUGUST 2025

£
Levies and Insurance
Receipts
Payments:
Insurance
2,087.96
NFYFC Levy
4,305.00
SE Area Levy
275.00
Council Member Fares Pool
0.00
County Ball
Receipts
Sponsorship
Payments
Heathfield Show
Receipts
Payments
South of England Show
Receipts
Payments
Other activities
3.
Competitions Committee and other fundraising
Receipts
Payments
Investment Income
COIF Accounts
(next page)
Grants
South of England Agricultural Society
Donations
Sundry Income
2.
Training and Development
Receipts
Payments
CARRIED FORWARD		 £
2,087.96
4,305.00
275.00
0.00		 2025
£
11,519.85




6,667.96		 £
£

2,002.66
4,123.20
0.00
0.00

4,851.89



2,127.40


315.44


1,864.92 ###


4,571.14

0.00

0.00 ###
3,000.00
226.32 ###


(1,447.29)
15,509.82		 £
2,002.66
4,123.20
0.00
0.00		 2024
£
13,052.37




6,125.86		 £


6,926.51



2,687.30


317.65


0.00


(907.61)

0.00

0.00
5,000.00
272.00


(1,663.20)
6,414.90
490.00
4,777.50		 3,279.25
3,892.80
4,484.75
434.93
119.49		 662.71
345.06
1,864.92
0.00		 0.00
0.00
13,153.83
8,582.69		 2,566.37
3,473.98
0.00 0.00
0.00 0.00
0.00
1,447.29		 0.00
1,663.20
12,632.65

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SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

RECEIPTS AND PAYMENTS ACCOUNT

FOR THE YEAR ENDED 31 AUGUST 2025

BROUGHT FORWARD
Less: Administrative expenses
Administration
Postage and telephone
Meeting expenses
Printing and stationery
Staff Travel
Equipment & Repairs
Professional Services
Miscellaneous
Surplus/(Deficit) of receipts over payments
Add: Investment income COIF
Movement on designated reserve
Surplus/(Deficit) of receipts over payments - general		 2025
2024
£
£
£
£
15,509.82
12,632.65
12,890.33
12,125.46
0.00
48.83
0.00
998.00
0.00
110.40
170.80
133.20
0.00
97.96
0.00
353.10
0.00
47.39
13,061.13
13,914.34
2,448.69
(1,281.69)
1,052.87
1,422.91
(1,552.71)
(3,336.80)
fund
1,948.85
(3,195.58)		 2025
2024
£
£
£
£
15,509.82
12,632.65
12,890.33
12,125.46
0.00
48.83
0.00
998.00
0.00
110.40
170.80
133.20
0.00
97.96
0.00
353.10
0.00
47.39
13,061.13
13,914.34
2,448.69
(1,281.69)
1,052.87
1,422.91
(1,552.71)
(3,336.80)
fund
1,948.85
(3,195.58)
fund
(1,281.69)
1,422.91
(3,336.80)
(3,195.58)

3

SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

BALANCE SHEET

FOR THE YEAR ENDED 31 AUGUST 2025

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 )		 2025
£
£
31,895.39
23,174.06
661.42
6,294.27
6.64
55.66
62,087.44
37,934.78
1,948.85
39,883.63
22,203.81
62,087.44		 2024
£
£
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
£
£
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
37,934.78
1,948.85
58,585.88

We approve these accounts and confirm that we have made available all relevant records and information for their preparation.

Signed:......................................................

Date: ........................................................

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SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

NOTES TO THE ACCOUNTS

FOR THE PERIOD ENDED 31 AUGUST 2025

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

Petty cash remianing from closed down club

5

SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

INDEPENDENT EXAMINER'S REPORT

FOR THE YEAR ENDED 31 AUGUST 2025

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 2025 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.

Name Company: ABC Ltd Address: Address 1 Address 2 Address 3 Postcode Email@email.com

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SUSSEX FEDERATION OF YOUNG FARMERS' CLUBS

INDEPENDENT EXAMINER'S REPORT

FOR THE YEAR ENDED 31 AUGUST 2025

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 2025 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.

Name Cameron Snelgrove

Company: CSnel Ltd Address: 11 Goldfinch Lane Hellingly East Sussex BN27 1FX csnelgrove@csnel.co.uk

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