## **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.
3. **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
5. **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.**
- Lucy reported on the years events. A successful year particularly noting the South of England show and new events like the bowling championships and Summer Ball. The Events team has worked tirelessly to host fun and successful events for us this year so thank you to all the team and sponsors throughout the year.
## 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.
8. **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:
- £ 45.00 per open club member
- £ 17.00 per associate member
**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
10. 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
11. 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:
- Learn something new every day, the more we learn the more we realise we don’t know
- Think outside the box and diversify your income strings
- Don’t be afraid to fail
- Be true to yourself
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**
13. 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|
**2**
## **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: ........................................................
**4**
**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
- 3 **Sundry Income**
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
6
## **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
6