DRAFT MINUTES OF THE ANNUAL GENERAL MEETING
HELD AT THE BEACON INTERNATIONAL CENTRE, STAFFORD
ON SATURDAY 20 JUNE 2009

The meeting opened at 11.00 am with S Inger in the Chair.  In attendance were 12 elected and 1 co-opted Member of Council, plus P Clayton, FA Representative, J Read, Chief Executive, M Ashton (Lancaster & Co), 13 Life Members and 3 Ex Council Members, P Jordan MBE and N Giannasi (Honorary Auditors), and representatives of Member associations.  The full list of those present is attached to the Minutes as Appendix II.

The Chairman opened the meeting by welcoming delegates to Stafford.

A Minutes silence was observed by the Meeting in honour of those colleagues who had passed away during the previous season.  Mr B Wright, Mr A French, Mr J Wilkinson and Mrs V Macey

1. NOTICE OF THE MEETING
The Chief Executive read the Notice of the Meeting.

2. STANDING ORDERS
The Vice-Chairman, P Rickard moved the adoption of Standing Orders as printed on the Agenda paper.  Seconded by G Reynolds (Life Member)

3. APOLOGIES
The Chief Executive announced apologies received prior to the Meeting and no other apologies were added from the floor.  A full list of these apologies can be found in Appendix III.

4. THE APPOINTMENT OF SCRUTINEERS
P Smith MBE (Life Member), J Tarr (Life Member & Field Officer), J Larter (Inner London CSFA) and D Fulton (Life Member & Field Officer).

5. MINUTES OF THE 2008 AGM
Actions taken since the 2008 AGM were issued on a separate sheet prior to the meeting and are attached as Appendix I

G Lee (Life Member) requested the following correction be made to Page 2 of the Minutes.  The section regarding Girls Centre of Excellence should now read:

“G Lee (Life Member) informed the meeting that there had been changes to the regulations for Girls Centres of Excellence.  Players in the excellence programme are eligible to play in county under 16 and county schools under 16 representative competitions.”

M Fretter (Vale of White Horse PSFA) proposed that this correction be accepted into the Minutes.  The Meeting agreed.

M Fretter (Vale of White Horse PSFA) asked for the following omission to the Minutes to be recorded.  “The Chief Executive stated that a Wembley International would not go ahead unless a sponsor could be found.” 

The Meeting agreed this would be accepted into the Minutes.

6. MATTERS ARISING
D Lailey (Life Member & Field Officer) requested clarification of the Girls’ Centres of Excellence rules and regulations concerning the playing of schools football in the light of G Lee’s point of accuracy discussed in AGM Minutes of 2008 (Item 5).  Mr Lailey further stated that he thought the rule applied to all football and that apart from County School representative matches, girls who were members of an Excellence Programme could not play for their school. 

J Read (Chief Executive) replied that his interpretation of the regulations at FA Rule C4b paragraph 8 was that only County Schools’ football could be played at weekends but only on one of the 4/5 available weekends.  J Read stated that he would clarify with the Women’s Committee but felt quite sure that girls who were members of the Excellence Programme could play for their school during school hours.

M Berry (Life Member) asked why Academies were allowing U10 boys to play 11-a-side football from January onwards each season, when this was not being allowed in schools’ football.

J Read (Chief Executive) confirmed that he had queried this with the FA and the practice was only acceptable within the Excellence Programme.

R Eccles (Northamptonshire CSFA) asked if district associations needed to affiliate to the ESFA as well as to their County SFA. 

J Read (Chief Executive) confirmed this was correct.

M Fretter (Vale of White Horse PSFA) asked why it had taken so long for the Grant points system to be reviewed.

S Inger (Chairman) explained that D Gent (Council Member) had been unable to undertake this review due to his long term illness and that the subject would be revisited by Council.

D Lomas (Croydon SFA & Surrey CSFA) asked how sponsorship had been affected by ‘cultural change’.

P Harding (Chairman of Trustees) explained that sponsorship was becoming increasingly difficult to obtain and other avenues of finance were being explored. This area would be covered in the Finance Section

R Carter OBE (Life Member) Referring to Academy teams, said that although he had attended two good finals, a result of 9-0 made a nonsense of schools football.

S Inger (Chairman) agreed, and informed Membership that the situation regarding Academy teams was discussed regularly at Council but was a matter which could not easily be resolved.

P Smith MBE (Life Member) was sorry to report that the ISA is now being run down.  The CCPR was looking into the situation, but the future was unsure.

D Playford (Essex CSFA) asked Council about the situation regarding Child Welfare Officers, as many associations still did not have a registered CWO in place.

J Read (Chief Executive) confirmed that the ESFA would no longer be able to accept affiliation from Associations which did not have a CWO in place by October 2010 and who was fully trained by 2011.

G Jennett MBE (Life Member & South Yorkshire CSFA) asked if the Wembley event had tempted sponsorship as hoped.

J Read (Chief Executive) reported that two sponsors had fallen through due to contract delays, but Fallen Hero and California Raisins had stepped in at the last minute.

7. ANNUAL REPORT
The Annual Report of the Council, having been circulated to all affiliated Associations, D Woollaston (Council Member), on behalf of Council, moved ‘That this Annual Report be received and entered in the Minutes.’

Mr Woollaston invited comments from the Meeting on the Annual Report which had been previously circulated to Membership.

D Stemp (Oxfordshire CSFA) asked why U11 competition rules changed at regional level. Play offs changed to penalty shoot outs and some games changed from 7 to 5 minutes each way. Squads of 10 should all have the opportunity to play and 5 minutes makes this very difficult.  Also an entry fee is charged with the programmes.

M Coyne (Council Member) informed the Meeting that a guidance document had been prepared for distribution.

M Spinks (National Competitions Manager) said that Council’s commitment to primary football was evident in the semi finals held at Watford

M Simmonds (Life Member) corrected the following comment on Page 6, Item 4.1.1.  ‘The Women’s Excellence Programme has again put aside one weekend for county schools’ football in their diary of events.  It should read ‘… one weekend per month ….’ 

Also, are children in the Excellence Programme allowed to play on Saturdays?  Last season the release dates all fell on half term or holiday weekends

S Inger (Chairman) agreed to take back to G Lee at the FA

M Webber (Dorset CSFA) stated that Centres of Excellence only allow girls to play on Saturday, and some schools are withdrawing because of this. 

S Inger (Chairman) confirmed that dates for next season will not all fall on holidays

M Berry (Life Member) expressed an opinion that it was a poor Liaison Report.  He felt that membership did not require the detail of the Montaigu Tournament or the England U16 International match information, especially as the FA make no reference any longer to the young players schools and colleges.  It would be much more relevant to have information relating to the Charter Standard scheme and the meetings relating to the Academies and the Excellence programme.

The question was asked why there was no ESFA representation at the important FA Safeguarding Children Conference and the FA Annual General Meeting and consequently why no reports?  The balance between ESFA and FA work needed to be addressed by Council. 

M Berry also commented that recently the Chairman had also left an important ESFA National Final, being played at Old Trafford, to attend an FA Friendly International match at Wembley Stadium.  In his opinion, the Chairman had been wrongly advised.  The Chief Executive had also attended the FA event rather than attending the prestigious National Final. 

S Inger (Chairman) explained that he had attended both ESFA International events and finals throughout the season, and also fulfilled FA commitments as best he could, as the ESFA Council considers it to be important that it is represented at FA events by its Chairman to promote the good name of the ESFA and to further develop links with our national governing body.

S Abson (Life Member & Leicestershire CSFA) asked if any new scheme had replaced the Charter Standard, as this had enabled schools to access the benefits of the Football Foundation.

J Read (Chief Executive) explained that ‘Focus’ schools had now been introduced. This was a new scheme where schools could get free tickets for some games.

D Lomas (Croydon SFA & Surrey CSFA) Referring to the Child Welfare AOTT scheme register, noted that only 30 AOTTs were registered last season.   There must be a large amount of AOTTs working in schools football who still needed to be registered.  An AOTT form now lasts for three years in line with CRB checks.

J Read (Chief Executive) reminded the Meeting that all Associations must have a CWO in place in order to be covered by ESFA Insurance.

R Eccles (Northamptonshire CSFA) asked Council to clarify insurance cover.

J Read (Chief Executive) explained that all schools must have their own insurance cover.  ESFA insurance only covers ESFA activities within County and District football.

S Abson (Life Member & Leicestershire CSFA) highlighted the problems of Associations being cautious about affiliating because they do not a Child Welfare Officer.  Could they affiliate regardless of this? 

J Read (Chief Executive) responded that the ESFA had made every effort over the past two years to make Membership aware of the requirement to have a CWO in place.  It was a legal requirement in order to affiliate.

Pat Smith MBE (Life Member) reminded the Meeting that the CCPR who are running their Bingo Lotto scheme for the second year, also have a representative at Westminster and are involved in many aspects of school sports.    NCSS stages some superb international events, although these can sometimes clash with exams, and Futsal is now gaining popularity.
 
D Woollaston (Council Member) thanked everyone who had been involved with Festivals during the season.

J Tarr (Bassetlaw PSFA & Field Officer) complimented the Competitions Department on the excellent range of competitions and venues now being offered to schools.  This was reiterated by M Fretter (Vale of White Horse PSFA).

D Willacy (Life Member) pointed out that Bert Worrall’s name had been incorrectly spelt (Worral – bottom of page 10) with regard to the Bert Worrall Fair Play Shield.

D Woollaston (Council Member) moved that the Annual Report be accepted into the Minutes.  This was seconded by G Reynolds (Life Member) and agreed by the Meeting.

8. FINANCIAL REPORT
P Harding (Chairman of Trustees) presented the Financial Statement and moved the adoption of the Balance Sheet.

He thanked D Howard (Finance Officer) for the excellent way in which she had presented the report and looked after the ESFA finances throughout the year. 

Thanks were also extended to the Staff at Headquarters for their hard work during the season, Lancasters (Auditors) and Honorary Auditors, P Jordan MBE and N Giannasi.  The Honorary auditors do a valuable job representing Membership.

Wembley, unfortunately, did not make a profit. Council needs to have a full debate regarding the staging of future Wembley events. 

Dealing with the comment made by D Lomas (Croydon SFA & Surrey CSFA) regarding cultural change – unfortunately it had been impossible to predict the country’s rapid financial decline (credit crunch) this year. This has placed a great strain on the ESFA and all our associations. The ESFA already receives a substantial grant from the FA each year, but discussions would be held with the FA Marketing Department regarding future sponsorship and funding.

Efforts are being made to reduce the ESFA administrative costs by using the website and email more, rather than posting information to members, and also by reducing the number of Handbooks printed.

For the 5th year income has exceeded expenditure and we have secure investments.  Competition entry income has increased, which means more schools are taking part, and the ESFA hopes that Membership are happy with the state of its finances.

M Berry (Life Member) spoke about another year of disappointing income from sponsorship and expressed his continued concerns.  He reminded Council that income from sponsorship gives independence whereas grants from the FA means otherwise.

As well as diminishing sponsorship and the haemorrhaging of money from our Wembley events.  Mr Berry drew attention to the whole International programme.  Only two home International matches in recent seasons had made a profit.  The Chief Executive should work more closely with the staging Associations to turn this around.  The Council would have to consider a curtailment of activity if this aspect of the programme did not improve.

S Inger (Chairman) reminded the Meeting that the country was in a dire economic climate at present.  The ESFA had gained Danone sponsorship for next season and regarding the U18 programme, the trip to Villarreal was sponsored by Inspire Sport and the USA trip was mostly funded.  The game staged by Lincolnshire Schools’ FA against Wales at Boston did make a profit.

D Lomas (Croydon SFA & Surrey CSFA) asked if there were ways of using Wembley more cost effectively in future in view of the £86,000 loss the ESFA made last year. 

P Harding (Chairman of Trustees) responded that  the ESFA could not continue to subsidise Wembley events, although we did manage to get a reduction on the hire cost this year.

D Playford (Essex CSFA) congratulated the ESFA on making an overall profit on the season, but noted that competition entry fees had been increased from £15.00 to £20.00, was this to help cover Wembley losses.

P Harding (Chairman of Trustees) explained that this was not the case, but it was felt that schools could absorb this increase in entry fees.

N Wilson (Warley SFA) pointed out that schools have to choose between entering ESFA or County competitions as numbers of entries are limited and could be affected by increased entry fees.

P Harding (Chairman of Trustees) said input would be welcome from other associations.

‘Rarely cover’ was also another factor affecting competition entries, due to staff members absences being covered by supply teachers at great expense to schools

J Tarr (Bassetlaw PSFA & Life Member) made the point, that even if the Wembley contract could be negotiated favourably, coach company prices and other associated expenses would still increase.

C Banbury (Plymouth SFA) asked if the Wembley date could have been confirmed earlier.

P Harding (Chairman of Trustees) explained that the ESFA was kept waiting for a decision on the date by Wembley Stadium.

P Harding (Chairman of Trustees) proposed the Finance Report be accepted into the Minutes.  This was seconded by G Reynolds MBE (Life Member).  This was agreed by the Meeting.
Honorary Auditors Report
P Jordan MBE (Hon Auditor) presented the Auditors Report to the Meeting and highlighted the following points:

• The Grant Application documentation had proved confusing to Membership this year
• The FA still have not implemented the CAS system
• The Chief Executive’s FA commitments are on the increase, resulting in more time out of the office

Grants
P Jordan MBE (Hon Auditor) proposed the ESFA make a grant of £500.00 to the Referees Benevolent Fund.  This was agreed by the Meeting

D Lomas (Croydon SFA & Surrey CSFA) noted that Wembley tickets would not be distributed from Headquarters if the event was staged again next season, and Staff had been awarded time in lieu of a grant for staging the AGM

9. ELECTION OF OFFICERS AND COUNCIL SEASON 2009-2010
(a) The Chief Executive declared the re-election of those Council Members, listed in  Section 9(a) of the Order Paper, unopposed.
(b) Council Members elected subject to re-nomination by their Area (General Rule 5e)
 Area A  N Pont
 Area C  J Appleby
(c) On behalf of Council, the Chief Executive announced the results of elections in  Areas B, D, F and G. 

 N Hopwood has been nominated and elected in Area D.  As no other nominations  have been received, M Knight is co-opted for Area G and S Inger is co-opted for  Area F

10. ELECTION OF HONORARY AUDITORS
The Chairman proposed P Jordan MBE (Solihull SFA) and N Giannasi (Merseyside CSFA). This was agreed by the Meeting

11. ELECTION OF PROFESSIONAL AUDITORS
Lancaster & Co (Wolverhampton) were re-appointed as the ESFA’s professional Auditors for season 2009-2010.  This was agreed by the Meeting.

12. ELECTION OF ESFA TRUSTEES
The Chairman proposed P Harding, G Smith and N Brown to be elected as Trustees for season 2009-2010.  This was agreed by the Meeting.

13. GENERAL RULES
1. Rule 3(a)(ii)  Membership – page 101
 Add new first sentence
 “Local district associations shall affiliate to their respective county schools  association and to the English Schools FA.”
 
 Proposed by: J Appleby (Council Member Area C)
 Seconded by: D Woollaston (Council Member Area G)

 Rationale : To complete the affiliation process

 AGREED  by the Meeting

2. Rule 3(a)(vi)  Life Membership – page 101
 Delete first paragraph only on page 101.
 Add new paragraph.  “A Member of Council who has served as Chairman of the  Association, shall be awarded life Membership on retirement from Council.”

 Proposed by: M Coyne (Council Member Area E)
 Seconded by: A Johnston (Council Member Area A)

 Rationale : To acknowledge and reward the role of the Chairman when he has  completed his year as Chairman of the Association
 
 AGREED by the Meeting

14. COMPETITION RULES
1. General Competition Rule 8 – Competitions Handbook page 20
 PROTESTS
 Delete the existing rule and insert the following

(a) All protests shall be in writing and shall be received at the ESFA Headquarters  within 2 working days of the match concerned
(b) No protest relative to the ground, goalposts, or other appurtenances of the game  shall be considered unless a protest in writing was made to the referee before the  start of the match  
(c)  Any protest shall be signed by the Headteacher/Principal or the relevant Association  Secretary as acknowledgement of their approval of its submission
(d) The National Competitions Department (NCD) will gather any evidence they wish  to have before making their decision
(e)  A copy of the decision must be relayed in writing
(f) Any appeal against the National Competitions Department (NCD) decision must be  made within 2 working days of the receipt of the ruling that the NCD has made
(g) The appeal must arrive at the ESFA Headquarters by letter, countersigned by the  Headteacher/Principal or Association Secretary and accompanied by a  School/College/Association cheque for £50.  This will be returned if the appeal is  upheld
(h)  The appeal will be considered by members from the ESFA Competitions  Committee.  They shall have the power of Council to make all decisions in relation  to the organisation, control and management of any ESFA competition which shall  be deemed to be the decision(s) of Council and shall be final and binding on all  participants
Note: Wherever “written” or “letter” is referred to, this is deemed to include communication by fax or e-mail.  Where a school/college/association has chosen to communicate by fax or e-mail, all reasonable steps must be taken to ensure that the fax number or e-mail address is current.

Proposed by: P Harding (Council Member Area H)
Seconded by: N Pont  (Council Member Area A)

Rationale : To determine procedures for dealing with appeals in competitions

AGREED by the Meeting

2. General Competition Rule 12 – Competitions Handbook page 21
 New section (e) – other rules renumbered accordingly

Add: “In the event of any match being abandoned for any reason stated under Law 5 of The Laws of the Game, Council shall have the power to allow the score at the time of the abandonment to stand and to remove from any competition any team found guilty of causing such abandonment.”

Proposed by: P Rickard (Council Member Area C)
Seconded by: T Pollard (Council Member Area D)

Rationale : To cater for circumstances when a match is abandoned

AGREED by the Meeting

15. RETIREMENT & LIFE MEMBERSHIP

N Brown (Council Member, Area B) on behalf of Council moved:

‘That this Annual General Meeting desires to place on record its sincere appreciation of the devoted services rendered to the Association by Mr K Wilbur during his 15 years on Council including Chairman of the Association in season 2005-2006, and in accord with General Rule 3(a)(vi) confers on him Life Membership of the English Schools’ Football Association.’

N Brown (Council Member, Area B) on behalf of Council moved:

‘That this Annual General Meeting desires to place on record its sincere appreciation of the devoted services rendered to the Association by Mr R Brown during his 5 years on Council.’

S Inger (Council Member, Area F) on behalf of Council will move:

‘That this Annual General Meeting desires to place on record its sincere appreciation of the devoted services rendered to the Association by Mr D Gent during his 2 years on Council.’

16. LIFE MEMBERSHIP
The Chairman, on behalf of Council moved:

‘That this Annual General Meeting desires to place on record its sincere appreciation of the services rendered to the Association by Mr R L Eccles (Northamptonshire CSFA) and in accordance with General Rule 3(a)(vi) confers on him life Membership of the English Schools’ Football Association.’

17. VOTE OF THANKS
P Harding (Council Member, Area H), on behalf of Council will move a ‘Vote of Thanks’ to the Chief Executive and his Staff for making the arrangements for this Annual General Meeting.

18. PLACE OF NEXT ANNUAL GENERAL MEETING
 The next AGM of the ESFA will take place in Stafford on Saturday19 June 2010

19. VOTE OF THANKS AND PRESENTATION TO THE CHAIRMAN
D Lailey (Berkshire CSFA) moved on behalf of the Meeting:

‘This Annual General Meeting desires to place on record its sincere appreciation of the services rendered by Mr S Inger, as Chairman of today’s meeting and at various functions throughout the season.  The meeting further authorises Council to arrange for a suitable presentation to him as a souvenir of his year in office as Chairman of the English Schools’ Football Association.”

20. INTRODUCTION OF THE NEW CHAIRMAN
The Chairman introduced to the Meeting his successor, P Rickard who, in accord with General Rule 5(a), as the present Vice-Chairman, automatically becomes Chairman of the English Schools’ Football Association for season 2009-2010.