## **WORCESTERSHIRE FEDERATION OF YOUNG FARMERS’ CLUBS** **MINUTES** of seventy-ninth Annual General Meeting of the Worcestershire Federation of Young Farmers’ Clubs held at County Office on Friday, 11 November 2022 at 7.30 pm. **THE PRESIDENT** – The President, Mr A Nott, welcomed 37 members and friends. A minute’s silence was held for friends no longer with us. **APOLOGIES FOR ABSENCE** were received from Mr D Pardoe (Life Vice-President) and Mrs Pardoe, Miss C White, Miss G Taylor (Cutnall Green) and Miss Z Wickens (Martley); Mr P Ash and Mr R Woodward (Co-opted), Mr M Yarnold and Mrs S Howard (Trustees), Mr A Callwood, Mr W Parry, Mr M and Mrs C Powell, Mr J and Mrs H Smalley. **MINUTES** – The minutes of the seventy-eighth Annual General Meeting held on 12 November 2021, having been circulated, were taken as read, adopted and signed as a correct record by the President. **ANNUAL REPORT FOR 2021/22** presented by Mr C Wood. Mr Wood said this was his third and final annual report following a more upbeat year with plenty of events. The new members evening had been a great start with Pub of the Month and County Socials being huge successes. The County were third overall at Staffordshire Show and the Quiz had been held at County Office, Sports held at Evesham and Hedgelaying at Churchfield Farm. Member of the Year (Senior) was Molly Phillips who also won at WMA and came fourth in the National final, and Junior Member of the Year was Harvey Hawkin who also went on to WMA. The Rally Pre-Show was held by kind permission of the Jordan family at Inkberrow with the County Show being held at Shires Farm and Mr Wood thanked everyone for their help and support. He also thanked the Goodwin family for providing the venue once again for the Defford Event and was good to see members now getting back to being involved with County events. He thanked all the members for their support and Mrs Symonds for her help in the office. The Resolution “That the Annual Report for 2021/22 be received and adopted”, was proposed by Miss M Phillips, who said it had been a really promising year for the County with clubs and members getting back up and running since the pandemic, none of which would have been possible without Mr Wood as County Chair for not only one year, but for three when no-one else stepped forward. He had managed to keep the link between the County team and membership and remained a good friend. She truly thanked him for all he had done for the Federation. This was seconded by Miss C Potter, who congratulated Mr Wood on bringing members and County back together again **THE ANNUAL REPORT FOR 2021/2022** was unanimously adopted by the meeting. **STATEMENT OF ACCOUNTS FOR 2021/2022** presented by Mrs J Rose (County Treasurer). In presenting the accounts, Mrs Rose said that the General account showed a profit of £1,110 and the Building Fund £6.030. She had not received the accounts for the trading company, Shires Farm Ltd, but they would show a profit of approximately £600.00 and would be presented to the BOM. Membership fees covering two years had given a total of £9,301, which helped make up for the losses on events, County Show and competitions. Income from the building fund was decreased back to £1,000 per month to cover salaries and she thanked the Trustees for their support. This and the room hire provided much of the income. The room hire continued to show a healthy profit and she thanked Mrs Symonds and Mrs E Tyler for their hard work in keeping the hirers happy. Rents had increased as it was lowered during covid to help funds and salaries to pre-covid levels. ## **STATEMENT OF ACCOUNTS FOR 2021/2022** (Continued) – The Building Fund showed that the rents had gone up as all units were now occupied and paying full rent. This fund had also paid for the chairs to be recovered and explains the increase in repairs. Also, insurance is up because we now had indemnity insurance to cover all the Trustees. The Balance Sheet shows that, overall, the Federation’s funds increased by£7,140 and still had a balance of £6,184 on membership support. This had again been used to pay clubs’ insurance and will help towards training cost in the coming year. Mrs Rose concluded by thanking Mr Minett for preparing the accounts. Miss C Whiteman moved the Resolution “That the Statement of Accounts for the year 2021/2022 be received and adopted”. This was seconded by Mr J Adams and adopted. **PRESENTATION OF THE ANNUAL RETURN OF MEMBERSHIP** – Mrs S Symonds, County Development Officer, said that as at 31 August 2022, which was the end of the membership year, there were 343 members. The following details of the Annual Return of Members to the National Federation at that date in 9 Clubs were: 107 Juniors, 119 Intermediates, 91 Seniors and 26 Associate Members. Making a total of 343. **COUNTY DEVELOPMENT OFFICER’S REPORT** – Mrs S Symonds said at the start of the year covid was still at the forefront of day to day lives. NFYFC had set rules and regulations with colours red, amber and green – not just traffic lights! Thoughts of holding the County Show were looking slim at the beginning of the year. However, they were given the green light to go ahead. The Pinfield family kindly hosted the Horse Judging and she thanked them for getting the horses ready and the judge. She thanked the Jordan family for hosting a fantastic Pre-show Day and Mr G Bemand for his knowledge of Stockjudging. Angharard H Llewellyn, Inkberrow YFC, scored 100 out of 100 which the judges had never done before. This was followed by Carcase Judging kindly arranged by Mr G and Mr R Bemand at Leintwardine. It was good to see so many new junior members competing for the first time. Stockjudging is now becoming a strong skill for Worcestershire members. With the County Show fast approaching there was still no venue. After discussions at Activities meetings Mrs Symonds suggested Shires Farm, which was for members to use and would showcase the amazing facilities. With the blessing of the Trustees and not having had a full team of officers due to covid, she decided to take on the organisation herself with the help of Mr P Rose and Mr R Pinfield. With the help of her father and brother a large marque was erected and she thanked the units for their patience with all the arctic trailers coming in and out. The night before the Show, the heavens opened but it didn’t dampen spirits and she thanked Miss J Ross for her help. The next day the rain had gone and the sun shone and members wore their Club shirts. Crowle YFC took part after a few years away with each of their 14 members being involved. She thanked Mr Rose, Mr Pinfield, Mr D Hazelwood and Mr C Wood for their support and Mr N and Mrs L Tyler for all their help before and on the day. Thanks also went to Mrs D Llewellyn and Miss K Rose for doing a great job with scoring as Mrs Jackson was unable to attend. The list of thank yours is endless – judges, stewards, bar helpers, Lions on the gate, those helping tidy up and a huge thank you to her own family for sponsoring the marquee. With membership having changed bringing in new members, it was the perfect venue and a perfect day. Congratulations went to Inkberrow YFC who lead from the start. This was followed by the Royal Three Counties Show and the Defford event was able to be held with thanks to the Goodwin family. ## **COUNTY DEVELOPMENT OFFICER’S REPORT** (Continued) – She said she had three aims at the beginning of the year: one was to sign up 200 members, but we had over 300; two to hold a County Show; and three to host that Show at Shires Farm. At every step she had a great team of supporters ensuring that membership grows and the Federation keeps strong. She thanked Mr Wood for staying with them for three years and wished Miss M Phillips good luck for the coming year and Miss C Potter and Mr H Thatcher for joining the team. Before finishing she thanked her family at home. Her husband knows she will always go above and beyond to keep YFC going so her son can join in a few years. YFC had been a huge part of her life and she had made the best friends along the way. The President thanked Mrs Symonds for her dedication and hard work. **ELECTION OF PRESIDENT** – Mr C Wood read the Resolution that “That Mr A Nott be thanked as President and that he be asked to accept re-election as President of the Federation for the year 2022/2023”. In moving the resolution, Mr A Kirk said that Mr Nott had been a huge support and they were lucky to have such a respected figure. This was seconded by Mr H Watson, who said that Mr Nott was a role model for the membership. The Resolution was carried unanimously by the meeting. Mr Nott said it was a privilege to be President and he was always available to help. **ELECTION OF VICE-PRESIDENTS –** Mr Nott read the Resolution “That Mrs H Smalley, Mr D Hazelwood, Mr W Davies and Mrs S Smith be thanked for their services during the past four years and that in their places Mrs N Potter, Mrs H Thatcher and Mr M Powell be asked to accept election for a period of three years. Also, that the remaining Vice-Presidents, being Mr A McMinn, Mrs S Callwood, Mr A Morris, Mr M Jennings and Mr M Brian be thanked for their services during the past year”. In proposing the resolution, Mr F Jordan said that Mrs Potter had knowledge of youth and early leadership roles within scouting and guiding and looked forward to sharing her knowledge with young farmers. Mrs Potter worked for Mawley Milk and supports both Abberley YFC and the County. She would be an asset as a Vice-President and a support for her daughter, Chloe, in her County roles. Mrs Thatcher joined Malvern YFC in 1988 where she was secretary and then Chairman for two years. She now sits on the Upton YFC advisory and has been a huge support to her son, Harry, as Upton’s Chairman for the past three years. Mrs Thatcher is involved with the family farm. She is always willing to help with stewarding competitions and will be another great asset to the team. Mr M Powell had been County Chairman in 1998 and together with his family and his wife, Carol, had been great supporters of the Federation and Tenbury Wells YFC and had hosted several County Shows. He and his wife also played a huge role in Tenbury Show. Mr Powell’s vast knowledge would support the County. This was seconded by Mr J Bradley. The Resolution was carried unanimously by the meeting. Following the meeting, Mrs Symonds received an email from Mr Powell apologising for his absence and wishing the Clubs and new officers well for the coming year. He had been Chairman of the Junior and Central Area Committees and also the Rally Committee in its 50[th] year and the family had been hosts at Bank Farm three times. He had always enjoyed Stockjudging, match ploughing, tug of war and socialising and learnt lots of skills. He thanked everyone for his election. **ELECTION OF COUNTY CHAIRMAN –** Mr Nott read the Resolution “That Mr C Wood be thanked for his services during the past three years and that Miss M Phillips be asked to be elected as County Chairman for the year 2022/2023”. In moving the Resolution, Miss B Walters said that Miss Phillips had been a great leader for Wythall YFC and was now ready for the next step. This was seconded by Miss C Potter, who said she was looking forward to working with her. The Resolution was carried unanimously by the meeting. **ELECTION OF VICE-CHAIRMAN** – Mr Nott read the Resolution “That Miss C Potter be asked to accept the role of County Vice-Chairman for the year 2022/2023”. In moving the Resolution, Mr J Bradley said that Miss Potter had been in Abberley YFC for six years and been secretary and chairman as well as organising fund-raising events. This was seconded by J Adams, who said that Miss Potter had helped Tenbury Wells YFC get up and running again. The Resolution was carried unanimously by the meeting. **ELECTION OF DEPUTY VICE-CHAIRMAN** – Mr Nott read the Resolution “That Mr H Thatcher be asked to accept the role of County Deputy Vice-Chairman for 2022/23”. In moving the resolution, Mr F Aston said that Mr Thatcher was Chairman of Upton YFC and was now Chairman of the Activities Committee. In seconding the resolution, Miss H Anderson said he had been a friend to many in the County. The Resolution was carried unanimously by the meeting. **ELECTION OF HONORARY TREASURER** – Mr Nott read the Resolution “That Mrs J Rose be thanked for her services during the past year and be asked to accept re-election of Honorary Treasurer of the Federation for the year 2022/2023”. This was moved by Mr C Wood who thanked Miss K Rose for all she had done in the past and they were lucky to have an experienced Treasurer in Mrs J Rose, who had also helped in past year. This was seconded by Miss M Phillips, who added her thanks. The Resolution was carried unanimously by the meeting. **APPOINTMENT OF AUDITORS –** Mr Nott read the Resolution “That Minett and Co, Chartered Accountants, be thanked for their services during the past year and that they be asked to accept reelection as accountants for the Federation during the year 2022/2023”. Mrs J Rose thanked Minett and Co who had been accountants of the Federation for many years and for their advice and preparation of the accounts and moved the Resolution. This was seconded by Mr H Thatcher. The Resolution was carried unanimously by the meeting. **MEMBERSHIP FEES –** Mr C Wood read the Statement “That the Worcestershire Federation membership fees for the period 1 September 2022/23 will remain the same: Seniors - £36.75; Intermediates - £31.50; Juniors - £26.25; Associates - £21”. **COUNTY BUILDING** – Mr F Harcombe presented the report on the County Building. He said the meeting room bookings were back to pre-covid. Fibre broadband had been connected and all units were now let for which he thanked Doorbars. Thanks also went to Mr and Mrs Tyler for the maintenance and providing buffets. He said what a success it had been holding the County Show at Shires Farm giving the Federation a good image. He thanked Mrs Rose, Mr R Hatfield and Mrs S Goodwin. The land easement was still in the hands of the solicitors which was they were slowly working through. In the future he hoped they would be able to hold activities in the field and were looking at any further developments. He thanked Mrs S Howard who was stepping down as a Trustee and the BOM would be appointing a replacement. The sewerage system needed upgrading and Mrs H Collins was looking into this. Mr Nott thanked Mr Harcombe and the other Trustees who were improving the infrastructure when necessary. ## **CLUB CHARITY REPORTS –** **Abberley** – £1,590.31: The Club focussed on raising money for their Club funds: raised by Harvest Supper raffle £242.00, Carol Singing £272.31, help with Bromyard Lions Sleigh Ride – 3 hours x 5 members = £150.00, Abberley Jubilee Village Fete – 6 hours x 5 members = £300.00, Stourport Steam Rally – 2 hours x 1 member = £20, Tenbury Show car parking – 7 hours x 6 members = £420.00 and an Afternoon Tea raffle £186. ## **CLUB CHARITY REPORTS** (Continued) – ## **Bromsgrove** – There was no report. **Crowle** – The Club had been building itself back, putting any funds back into the Club and recruiting new members. They held various activities and successful club nights during the year with a Beef Supper in December. They competed at the County Show and won the Most Improved Club cup. **Cutnall Green** – £240.00 split between the Injured Jockeys Fund and The Farm Safety Foundation (Yellow Wellies); raised by a cake sale £120 and £120 donated by the Club.. **Inkberrow** – £3,372.59: raised by Carol Singing £182.09, Footcracker £305.70, Donations £200, Foam Party income to RABI £1,000, Harvest Supper raffle and Heads and Tails £365. Volunteering: Jubilee Beacon – 10 members x 4 hours = £400, Ellie’s Wedding Bar – 4 members x 9 hours and 1 member x 5 hours = £410, Hanbury Show car parking – 5 members x 10 hours = £100, Inkberrow Horse Show – 2 members x 8 hours, 1 member x 10 hours and 3 members x 5 hours, total 132 hours = £1,320. **Martley** – £2,749.55 split between the County Air Ambulance and funding for Ukraine: raised by Big Breakfast £1,029.55, Coffee morning £381.00 and Bingo evening £389.00. Small amounts were raised at local shows. Volunteering hours at local events totalled 95 = £950. **Tenbury Wells** – £904.75: raised by Carol singing £167.25 to West Midland Air Ambulance and Harvest Supper raffle £142.50 to Teenage Cancer Trust. Volunteering hours at Tenbury Show – 59.5 = £595. **Upton upon Severn** – £1,227: raised £214 by a raffle at the Harvest Supper and Bingo night, £141.18 by Carol singing and £72 carried forward from 2019 Christmas raffle totalling £427.18 for Yellow Wellies. Volunteering hours helping Worcester Lions Sleigh ride 2 x 1 hour = £20 and the Upton Jubilee Fete 20 members x 4 hours = £800. **Wythall** – £2,513.75: £1,436.75 to The British Heart Foundation in memory of Harvey Morris raised by ploughing match raffle £242, Harvest Supper raffle £265, Valentine’s Take me out fundraiser £429.75 and Bash on the Borders £500 donation out of the profits. A summer rounders and County Social made £240 and a Car Treasure hunt £87, totalling £327 for Farm Africa. Miss B Walters competed in the London Marathon raising over £3,000, but the final figure would be included in the next year’s report. Volunteering hours at the Umberslade bonfire night were 10 members x 6 hours = £600 and Tanworth in Arden village Jubilee party 5 members x 3 hours = £150. Mr Nott thanked the Clubs for raising money in difficult times. ## **PRESENTATION OF AWARDS 2021/22** – Made by Mr C Wood. Mr Nott presented the President’s Cup to Mr Wood and thanked him for his hard work and dedication steering the Federation through covid. During the meeting presentations were made to Mr and Mrs Rose, Mrs S Goodwin, Mr R Pinfield, Miss M Phillips, Miss C Potter, Mr H Thatcher and Miss J Allen **DATE OF NEXT EXECUTIVE COMMITTEE MEETING –** To be held at the County Building on Monday, 30 January 2023 at 8.00 pm. The meeting was declared closed at 9.05 pm. Worcestèrshire Federation of Young Farmers Clubs Statement of Financial Activities for the year ended 31 August 2023 Genèral Fund 2023 2022 Income Membership fees 11.171 9,301 11.171 9.301 Profit on Events Social events and fund raising Gounty show Competitions 13981 11,4101 377 14981 15,8631 654 11.4311 17,0151 other Income County youth worker èxpenses Rent receivable Hire of rooms and equipment Sundry income Bank intèrest 13,500 1.485 16.756 251 12,000 1.485 10,897 294 28 24,704 26,990 Less Ex enditure 4.80 17,000 3.781 59 3,900 13,572 3.756 Salaries and expenses Printing. stationery and computer expenses Postagè National levy and insurance Tèlephone and communication costs Aepzirs and replacements County officers, expenses Training and development Independent Examiners. fee Sundry expenses Depreciation 499 2.2e9 2,000 481 1,875 230 708 350 1.005 732 25.880 Sur lus for the Lèss Allocation Decorating and repairs Training Club Off5cers ear 9,58U 1.110 5.000 1,000 6,000 3,580 1.110 Page 2 Worcestershire Federation of Young Farmers Clubs ststement of Financial Activities for the ye8r ended 31 August 2023 Building Fund 2023 2022 Income Rent and service charges receivable Bank Interest 38,869 151 39.020 43,125 43,132 Less Ex endlture Rates and insurall¢e Lighting and heating Tèlèphonè Repairs and maintenance Equiptnenl County youth worker expenses Professional fees 5,020 3,802 1.796 6,894 1,235 13,500 1,829 4,821 2,408 966 12.164 12,000 4,743 34.076 37,102 Sur Ius for the ear 4.944 6.030 Paga 3 Worcestershire Federation of Young Farmers Clubs Balance Sheet as at 31 August 2023 2023 2022 Note Fixed Assets Tangible assets Investments 291,357 292,112 291,358 292,113 Current Assets stock of trophies Debtors Loan Shires Farm Ltd ank account5 Cash in hand 14.366 10,643 62,025 184.242 640 271,916 14,366 19,998 62.025 164.446 22 260,857 Creditors.. amounts falling due within one year 10.693 8,913 Net Current Assets 261,223 251,944 Total Assets Less Current Liabilities 552,581 544,057 Creditors.. amounts falling due after more than one year 2,993 2,993 549.588 541,064 Represented by.. Unrestricted Funds General fund Building fund 294.598 241,490 291,018 238.546 536.088 527,564 Restricted Funds Educational fund 13,500 13,500 549.588 541,064 Page 4 Worcestershire Federation of Young Farmers Clubs Notes to Statément of Financial Activities for the year ended 31 August 2023 Tan ible Assets Freehold Land & Buildings Equipment Total Net book valuas at 1 Sèptember 2022 Depreciation Net Book Values al 31 August 2023 3,010 755 2,255 289,102 292,112 755 291,357 289,102 Investments 2023 2022 1 Ordinary share- Shires Fam) Ltd Market Value 1 Ordinary share- Shires Fami Ltd Creditors- Amounts falling due within one year 2023 2022 Creditors Accruals Reserve for decoration, repairs and training officer costs Reserve for membership support fund 2.410 732 6,000 1,551 1,480 541 6,184 10,693 8,913 Cr8dhtors- Amounts falling due after more than one year 2023 2022 Greditors 2,993 2.993 Page 5 WorcèstershSre FederatSon of Young Famiers Clubs Notès to Ststem&nt of Flnancial Activities for the year ended 31 August 2023 Unrestricted Funds Balance at 1 Sept. 2022 Surplus for the year Balance at 31 August 2023 General fund Building fund 291,018 236.546 3,580 4,944 294,598 241,490 527,564 8,524 536,088 Restricted Funds Balance at 1 Sept. 2022 Surplus for the year Balance at 31 Aug. 2023 Educational fund 13,500 13,500 P8ge8 Worcestershire Federation of Young Farmers Clubs Independent Examlners, Report to the Trustees of Worcestershire Federatlon of Yout)g Farmers club$. This report on the accounts of Worcestershire Feder8tion of Young Farmers Clubs for the y8ar ended 31 August 2023 which is set out on pages 2 to 8 is in respect of an examination earried out in accordance with S.145 of the Charities Act 20111'lhe ACV'I Respective responsibilities of Trustees and Examiner The charity's trust8èS 8re 18sponsible for the piep8r8tion of the 8c¢ounts. The ¢harily's trustees Consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities A¢tl 2nd that an Independent examination is needed. It is our responsibility to.. examine the accounts under section 145 of the Charities Act. to lollow the procedures laid down in the General Directions given by the Charity Commission lundei section 14515llbl of the Chartkies Aetl, and to state whether particular matters have come to our attention. B8s1s ol Independent Ex&mlners' report Our examination was ¢airied out in 8c¢ordance wlh the General Directions giv8n by the Charity Commission. An examination includes a rèview of the aecounting records kept by the Charity and a comparison ol the accounts presented with those records. 11 also includes consider8tion of any unusu81 it8rns or disclosures in the accounts, 8nd seeking axp13nat10Tr5 from the Tiustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be re9uired in an audit, and co4sequently no opinion is given as to whether the accounts present a Yrue and lairf view and the report is limited to those matters set out in the statement below. Independtnt Examlners, statement In eonnéetion with our examination, no matter has come to our attèntion.. whi¢h gives us reasonable Cause to believe that In, any material respect, thé requirements.. to keep accounting records in accordance with section 130 of the Ch8rl(ies Act", to prepare accounts which accord with the accounting records and comply wth the accounting requirement5 01 the Chaiitl8s Act have not been met.. or to which, in our opinion, atténtion should bè drawn In order to énablè a proper understanding of the accounts to be reached. Clearview Accountants Limited The Studio I Comberton Road Kidderminster Worcestershire DY10 1UA 6 November 2023 Page 1