Jun 17, 2019

AGM 2019


AGM 2019

Northern Counties Schools Football Association

Minutes  of the Annual General Meeting 2019

held on Monday 10 June at Bradley Park Golf Club Huddersfield  at 7.00pm

1 Welcome
The chairman, Dave Prothero (North Yorkshire  SFA) welcomed all those attending and expressed his enjoyment of his year in office.

2 Roll call
Cleveland: Simon Carey
Cheshire: John Clark
Cumbria: Paul Tickner
Durham: Keith Gilbertson, Allan Reed, Alan Johnston, John Shippen
G Manchester: Mark Shackleton, Mike Rudlowsky
Humberside: Mike Hay, Colin Brooks
Lancashire: Mike Timberlake
Merseyside unable to attend
North Yorkshire: Dave Prothero
Northumberland: Owen Aiston, Peter Tracey, Chris Newman, Neil Pont
South Yorkshire: Steve Maddock, Steven Gates
West Yorkshire:Tom Walton

3 Apologies were received from:
Cleveland: Carl Smith
Durham: Geoff Wainwright
Merseyside: Ken Davies, Bob Downing
NorthYorkshire: Richard Davies

4 In Memoriam
A respectful silence was observed to remember three wonderful servants of Schools football much involved in NCSFA

Bob Lynch ( Merseyside)
Tony Brookman
( Merseyside)
John Robson
(Durham)
Malcolm Danby
(Cleveland)

5 The published ESFA and NCSFA Standing Orders were adopted for the meeting

6 The minutes of the AGM 2018 were received and accepted. There were no matters arising.

7 Annual Report : Peter Tracey

I. The outcome of the five competitions was reported.

II. Regret was expressed at the lateness of the Finals all held in May.

III. The success of NCSFA members in National Competitions was reported

IV. An opinion on the ESFA comps and their effect was outlined

V. There was an outline of  fixture issues that would require discussion later

VI. The loss of grant funding and implications was flagged up

VII. All members again requested to publicise CWO in match programmes

VIII. Sincere thanks to all involved in NCSFA this season, especially the chair and treasurer.

The report was received and there followed a detailed discussion especially concerning:

 

From out of the blue however the meeting was informed that thanks to an ESFA surplus being identified, NCSFA would in fact now receive a £2000 grant for the forthcoming season..

8 Treasurer’s Report : Mark Shackleton

Mark presented two papers:

(1) A balance sheet showing that whereas the total funds at the start of the season 2018-19 were £4132, at the end of the season, 31 May 2019, the funds were £4386, despite the fact that affiliation fees had not been received from 4 Associations, giving a shortfall of £400 on what might have been expected.

The non-payment has only just come to light and  will be pursued. The problem may have been one of broken communication rather than any more serious issue.

The NCSFA had received £1000 as compensation for assisting in Primary Hub set up, but this is unlikely to be repeated.

(2) In his second paper Mark outlined policy and proposals.

It was agreed to reimburse with financial support the various claims made for assistance towards semi final and final expenses to a level of 40% for season 2018-19

It was agreed to set the affiliation fee at £125 per county for the forthcoming season, after a named vote under rule 10b

It was agreed that for Final matches, the home team would be responsible for all costs incurred in staging the match, other than that NCSFA, being responsible for the appointment and paying of match officials

Other proposals in the thoughtful paper, which is attached,  were deferred for further consultation to next season’s AGM.

There followed a discussion on the need to be as mindful as possible on costs, and the challenges of trying to increase revenue, with valuable contributions here from several counties, especially South Yorkshire.

9 Auditor’s Report : Dave Prothero

Dave Prothero gave a glowing commendation of the accounts and the work of our treasurer.

He pointed out that no assistance or subsidy has yet been paid out, due in large part to the lateness of finals being played and a desire on the part of the Treasurer to have a full and clear picture of the financial liability before deciding a level of support.

Dave Prothero described the financial outlook as critical but his report was not aware of the ESFA windfall previously announced. It is nevertheless merely a stay, rather than a long term solution.

 

 

10 Election of Officers for season 2019-20,

Chairman Steve Gates  (South Yorkshire)

Vice Chairman tbc  (West Yorkshire)

Secretary Peter Tracey  (Northumberland)

Treasurer Mark Shackleton  (Greater Manchester)

Auditor Dave Prothero

ESFA Owen Aston and Alan Johnston

CWO Alan Johnston

Webmaster Neil Pont

 

11 Fixture and competition arrangements 2019-20

Every County submitted its entries for the coming season. A detailed discussion then followed about the best way to organise the five  competitions

12 Proposal  to add new  Competition Rule 7(h) setting a date framework for fixtures

It was agreed to accept the following proposal from the Secretary and seconded by the Chairman

New Rule 7(h)

I. The dates of all Semi Final matches in NCSFA competitions be related to the dates set and published by ESFA for National Inter County Trophy competitions,  in that the NCSFA Semi Finals be completed no later than four weeks after the relevant ESFA semi final deadline

II. And  further, that  each NCSFA Final be completed no later than three weeks following the semi finals

It was agreed as follows:

Girls Under 14 7 entries
Girls Under 16
7 entries
The same seven counties have entered  both competitions. They will be played in two divisions East and West with top two in each going to semi finals and then finals Dates below will assist fixture arrangements

Boys Under 14 5 entries
Round Robin competition with fixtures reversed from last season. Top two teams to a Final

Boys Under 16 11 entries
Normal pattern of two leagues East and West, with semi finals and final

Boys Under 18 11 entries

The inclusion of Humberside at Under 18 and the non entry of West Yorkshire created a dilemma so far as the East-West split was concerned. After much discussion about possible options,  it was agreed to include Humberside into the West Division thus ensuring that that division would have 5 teams playing 4 matches.West Yorkshire did not enter. Cheshire have re-entered.

The secretary had prepared a set of fixtures, circulated at the meeting and reproduced below

It was agreed to stick to this fixture framework with no dissension.

WEST SIDE

 

 

 

 

EAST SIDE

 

 

Round 1  on / before October 12

 

 

 

 

Round 1

 

 

 

v

Merseysde

 

Cleveland

v

South Yorks

Humberside

v

Lancashire

 

 

North Yorks

v

Cumbria

Greater Manchester

v

Cheshire

 

 

Northmbrland

v

Durham

 

 

 

 

 

 

 

 

Round 2  on or  before November 9

 

 

 

 

Round 2

 

Lancashire

v

G Manc

 

 

Cumbria

v

Northumberland

Cheshire

v

 

 

 

Cleveland

v

North Yorks

Humberside

v

Merseyide

 

 

Durham

v

South Yorks

 

 

 

 

 

 

 

 

Round 3 on or before December 14

 

 

 

 

 

Merseyside

v

G Manc

 

 

South Yorks

v

Cumbria

 

v

Humberside

 

 

Durham

v

Cleveland

Lancashire

v

Cheshire

 

 

Northberland

v

North Yorks

 

 

 

 

 

 

 

 

Round 4  on or before  January 11

 

 

 

 

Merseyside

v

Lancashire

 

 

Northberland

v

Cleveland

Cheshire

v

Humberside

 

 

South Yorks

v

North Yorks

Greater Manchester

v

 

 

 

Durham

v

Cumbria

 

 

 

 

 

 

 

 

Round 5 on or before February 15

 

 

 

 

Cheshire

v

Merseysde

 

 

North Yorks

v

Durham

Greater Manchester

v

Humber

 

 

Cumbria

v

Cleveland

 

v

Lancashire

 

 

South Yorks

v

Northumberland

Semi Final on or before

March 14

 

 

 

 

 

 

 

13 Cup Finals 2020  to be hosted as follows:

14 Girls winner  West v East  semi final
16 Girls winner  West v East  semi final
14 Boys reverse fixture of two finalists
16 Boys winner  East v West  semi final
18 Boys winner  East v West  semi final

14 Football Forum

I. South Yorkshire raised concerns about the selection procedure for international selection.

II. An important discussion concerned the new guidelines for eligibility of Under 18 players as outlined in MM from ESFA in April.

III. It was requested that the affiliated school at  which each player attends should be clearly shown in match programmes

IV. Congratulations were offered to Cumbria on their having a star England player in Georgia Stanway

 

15 AOB

I. The secretary asked that all NCSFA Trophies be returned to him before March 1

II. All programmes please to carry details of the relevant CWO

III. Players are asked to wear the same shirt number as advertised in the match programme.

IV. Lancashire SFA will shortly celebrate its centenary and a book is being prepared for publication. LSFA would welcome any financial contributions towards the costs.

V. Any county that has not yet sent in its contacts  details sheet is asked to do so.

16 Incoming Chairman Steven Gates of South Yorkshire
Thanked Dave Prothero for all his attention to duties, well performed over the last year

17 Meeting closed at 9.35pm

18 Date of the next meeting.
The AGM of NCSFA in 2020 is confirmed as Monday 8 June , venue to be confirmed

PMT 11 June 2019.

File attached below is the paper from the Treasurer for consideration at next meeting

Northern Counties Football Association Financial Report 2018 – 2019

 

The Treasurer presents his financial statement and Auditor’s report, for the 12 month period ending 31st May, 2019.

Principal Activities

The principal activtity is the operation of a School Football Association. This financial report covers a 12 month period, from 1stJune 2018  to 31st May 2019.

The Association revenues are inline with expectations for the period, at £2603.92 but there remains a very uncertain future ahead.  The Association expenditure remains above acceptable parameters to remain.

Bank Balances as at 1st June 2019 are:

Deposit account - £2952.42
Current account - £1430.54

Total - £4382.96

The Association’s main expenditure is inline with budget.  I am unable to find any forecast / budgets for this season’s competitions which remain a very unclear picture and untidy position. To date,  NCSFA have received claims totalling £3072.00, other Associations have indicated they wish to submit claims which will be over £2000.00. This provides expense claims from Associations of over £5072.00.

Proposal –The officers of NCSFA propose £2000.00 being allocated to assist expense claims for season 2018 / 2019

In the 2017 Auditor’s report they drew the Association’s attention to, I quote “there is much uncertainty over the financial situation for county football in the coming year”.  In 2018 Treasurer’s report, Mr Newman reported to membership  that the Association finances were gloomy and tough choices lay ahead.

The growth in NCSFA competitions needs to be applauded but the finanical position needs reappraising and expenditure monitored very closely. Growth is acceptable, however expenditure must never exceed income.

Today, I report that the set of trading conditions for the operation are now unsustainable and require urgent action.

The focus of the paper is the rationale and impact of setting out clear objectives with particular emphasis on the maintenance of the Association.

The paper is based on data gathered primarily from archived sources of the Association, in context the survival of Northern Counties Schools FA (NCSFA). The Association needs to embrace change, in order to participate in the benefits it offers, including attracting sponsorship.  Its adoption of the paper is one element of the process.

In implementing the paper, the Association will face new challenges including expansion of its own structure to overcome the financial burden that currently exists.

Introduction

The NCSFA is coming under increasing pressure to offer support to County School Football Associations (CSFA).  It is imperative that this Association conducts a health check on activities to ensure the Association is fit for purpose.

NCSFA has received huge support from The English Schools Football Association (ESFA) over the past decade, in order to conduct the footballing activities of the Association in off setting some of the expenditure incurred by CSFA.  NCSFA continues to incur losses which is no longer sustainable.

Proposal
To improve the financial position of Northern Counties Football Association

Rationale
Over the last 10 years, the Association has seen its financial position erode away little, by little. The Association has seenCounty competition growth, with income remaining flat throughout this period. In short these trading conditions will no longer meet the long term financial position of NCSFA.  It is worth noting that the continuation of eroding NCSFA reserves is no longer an option.

Income
NCSFA is made up of two areas which currently has 11 affiliated Associations which are as follows:

Area A – 6 counties – Cleveland, Cumbria, Durham, North Yorkshire, Northumberland and South Yorkshire
Area B – 5 counties – Cheshire, Greater Manchester Manchetser, Lancashire, Merseyside and West Yorkshire

Currently each CSFA pays £100.00 which has remained unchanged for a number of seasons.  In total NCSFA income is 11 @ £100.00 = £1100.00 per season.

It is worth noting, that other funding schemes maybe available for development and these opportunities should not be used in this proposal.

Budgets Income v Expenditure table (2019/2024)

 

 

Income

 

Expenditure

Website

Medals

AGM

Officers Expenses

Total

Profit / Loss

2019/2020

£1100.00

 

 

£30.00

£600.00

£200.00

£200.00

£1030.00

+ £70.00

2020/2021

£1100.00

 

 

£30.00

£600.00

£200.00

£200.00

£1030.00

+ £70.00

2021/2022

£1100.00

 

 

£30.00

£600.00

£200.00

£200.00

£1030.00

+ £70.00

2022/2023

£1100.00

 

 

£30.00

£600.00

£200.00

£200.00

£1030.00

+ £70.00

2023/2024

£1100.00

 

 

£30.00

£600.00

£200.00

£200.00

£1030.00

+ £70.00

 

Proposal  1
County’s Affiliation to remain £100.00 per season per county with no County Support

Proposal 2
County’s Affiliation increase by £25.00 to £125.00 per season per county with no County Support

Proposal  3
To establish an acceptable admission price for Adults and Children across all competitions.  This measure will be to reduce the losses for home teams.

Season 2019 / 2020 Adults £5.00   Children £3.00
Season 2020 / 2021 Adults £6.00   Children £4.00
Season 2021 / 2022 Adults £7.00   Children £4.00
Season 2022 / 2023 Adults £8.00   Children £5.00
Season 2023 / 2024 Adults £9.00   Children £5.00

Proposal 4
To establish a platform and provide County funding across all 5 Northern County Finals only

Budget for NCSFA finals from 2019/2020 using existing data from 2018 / 2019 season.

 

 

Income

 

Expenditure

See above

Final Home team (EST)

Final Away Travel (EST)

Total per competition

5 Competitions

u14 (2), u16 (2), u 18

Total contribution per County

 

2019/2020

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£4500.00

£410.00

 

2020/2021

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£4500.00

£410.00

 

2021/2022

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£4500.00

£410.00

 

2022/2023

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£4500.00

£410.00

 

2023/2024

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£4500.00

£410.00

 

 

Proposal – Each County Association to pay an Affiliation fee of £410.00 per season

Proposal 5
To establish an entry fee for each competition from 2019/2020 of £105.00 per team – see table below

Age Group

Number of teams completing 2018/2019

Entry per team

Total income received from competition

Girls under 14

8

£105

£  840.00

Girls under 16

9

£105

£  945.00

Boys under 14

5

£105

£  525.00

Boys under 16

11

£105

£1155.00

Boys under 18

10

£105

£1050.00

Total

 

 

£4500.00

 

 

Proposal – Each Association to pay an entrance fee of £105.00 per competition with No Affiliation fee.  Each competition to be awarded £700.00 - £900.00 as working budget after NCSFA expenditure has been taken in to account.

Any surplus monies (profits) will be used to reduce entrance fee the following season.

Proposal 6
To establish an entry fee for each competition from 2019/2020 of  £50.00 per team plus affiliation fee (£100.00) – see table below

Age Group

Number of teams completing 2018/2019

Entry per team

Total income received from competition

Girls under 14

8

£50

£  400.00

Girls under 16

9

£50

£  450.00

Boys under 14

5

£50

£  250.00

Boys under 16

11

£50

£  550.00

Boys under 18

10

£50

£  500.00

Total

 

 

£2150.00

 

Budgets for NCSFA finals only for 2019 – 2020
Running cost to come from Affiliation fee
Competition budget for each competiton would be set at £430.00 per competition.

Proposal –  Each Association to pay an entrance fee of £50.00 per competition with £100 affiliation fee.  Each competition to be awarded £430.00 as working budget after NCSFA expenditure has been taken in to account.
Any surplus monies (profits) will be used,in the first instance to maintain NCSFA before reducing the entrance fee the following season.

Proposal 7

To establish a platform and provide County funding across all 5 Northern County semi finals and finals from 2019 / 2020
Budget for NCSFA finals from 2019/2020 using existing data from 2018 / 2019 season.

 

Income

 

Expenditure

See above

Final Home team (EST)

Final Away Travel (EST)

Total per competition

5 Finals, 10 Semi Finals  Competitions

u14 (2), u16 (2), u 18

Total contribution per County

 

2019/2020

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£13500.00

£1228.00

 

2020/2021

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£13500.00

£1228.00

 

2021/2022

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£13500.00

£1228.00

 

2022/2023

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£13500.00

£1228.00

 

2023/2024

£1100.00

 

£1030.00

£200.00

£700.00

£900.00

£13500.00

£1228.00

 

 

 

Age Group

Number of teams completing 2018/2019

Entry per team

Total income received from competition

Girls under 14

8

£313

£  2504.00

Girls under 16

9

£313

£  2817.00

Boys under 14

5

£313

£  1565.00

Boys under 16

11

£313

£  3443.00

Boys under 18

10

£313

£  3130.00

Total

 

 

£13459.00

 

Proposal – Each Association to pay an entrance fee of £313.00 per competition with No Affiliation fee.  Each final and semi of the competition to be awarded £700.00 - £900.00 as working budget after NCSFA expenditure has been taken in to account. 
Any surplus monies (profits) will be used to reduce entrance fee the following season.