Cheltenham League Meetings

CHELTENHAM ASSOCIATION FOOTBALL LEAGUE

Minutes of the Management Committee Meeting at the Victory Club Cheltenham on Wednesday, 29th August 2007.

Attendees: G Cook, J Crowther R Attwood, N Oram, L Fisher, A.Stiley, P Tustain, J Hunt, A Clayton, B Hill, R.Overington

Apologies: M.Lytheer, T Onions

Minutes of the meeting held on Thursday, 24th May 2007 were read and accepted.

Matters Arising from the minutes.

The General Secretary informed the meeting that a letter had been received from Bourton Rovers in appeal against the fines imposed upon the club at the meeting on May 24th 2007. The fines were imposed for a failure to submit a referee's card and two teamsheets following the clubs home Division 2 match against Gala Wilton Reserves on Saturday, 28th April, 2007.
Following discussion, it was decided to defer a decision on this matter until the meeting to be held on September 26th, by which time the Referees Secretary would have spoken to Mr John Marston, the referee in this instance. Mr Arthur Stiley agreed to contact Mr Marston.
The General Secretary informed the meeting that, following the concerns that had been recorded at the previous meeting with regard to the resignation of Mr Terry Onions as registration Secretary, the vacancy had been filled by Mr Phil Tustain at the Annual General Meeting. It was additionally reported that Mr Onions had also accepted the position on the Management Committee that had been left vacant by Mr Tustain's election of the office of Registration Secretary.
The General Secretary informed the meeting that the President's Badge of Office was currently with Don Brownings for the addition of the bars that would display the names of previous incumbents. The meeting was also informed that the Chairman's Badge of Office had also now been received and that this item would also be engraved at Brownings in due course.
The meeting was informed that all invoices that were outstanding at the last meeting had been paid before the final deadline of the season, which had been May 31st. It was pointed out to the meeting, however, that three of the clubs that had resigned from the league at the end of the season still owed significant sums to the League and that this matter would be dealt with in greater detail by the Treasurer later in the meeting.

Correspondence:
Correspondence Reported for Discussion

Email from Phoenix United assuring the League that the outstanding amount owed by the club to the League would be paid by the 31st May deadline and also pointing out that they believed that the invoice in question charged the club £5 more than it should have done.
It was confirmed by the League's Treasurer that Phoenix United had, indeed, been charged too much and that this additional sum of £5 would now be deducted from monies owed by Phoenix United in respect of the new season.
Email from Lee Wintle, treasurer of Naunton Park, asking that the League accept his communication as formal notification of the withdrawal of the club from the Cheltenham League.
This was noted
Email from Dynamos, asking permission to change their name to Dowty Dynamos for the forthcoming season, which will be the club's 60th Anniversary.
The decision of the General Secretary, which had been to accept the club's name change, was ratified by the committee
Letter from the Cheltenham General Hospital League of Friends expressing their gratitude for the donation, by the League, of £750 from the Charity Cup funds at the end of last season.
Letter from Sue Ryder Care based at the Leckhampton Court Hospice in which the Charity expresses its grateful thanks to the League for the donation of £750 that was made from the Charity Cup funds at the end of last season.
It was noted that the monies donated by the League to its favoured charitable concerns had been so gratefully received and it was agreed that the contents of the letters should be read to the delegates at the club's meeting in September.
Letter from the Football Association containing a cheque for £640 in respect of the grant awarded to the League with regard to the purchase of equipment to assist with the League's administration.
It was noted that the amount of the grant received from the Football Association was the full cost of the equipment purchased in this instance.
Email from Paul Hockey of FC Barometrics confirming that, in the continued absence of Russell Anderson, he will be assuming the duties of Secretary of the club for the whole of the forthcoming season.
The Chairman brought the attention of the meeting the fact that Russell Anderson had been unable to continue with his work as Secretary of FC Barometrics because of the premature birth of his son whilst visiting South Africa and the subsequent need to remain in that country indefinitely. The Committee was unanimous in its desire to express both its concern at the situation that Mr Anderson's family found itself in and its support for the whole family. The General Secretary was asked to write personally to Mr Anderson to pass on these sentiments.
Letter from the Cheltenham Sports Association for the Disabled recording the organisation's thanks to the League for the donation of £750 that was made from the Charity Cup Funds at the end of season 2006/07.
This, again, was duly noted and it was agreed that this letter should also be read to the Clubs Meeting in September.
Email from Woodmancote asking the League to publicise a football quiz and raffle that they scheduled for Wednesday, August 29th, 2007.
It was agreed that, whilst the League supported all clubs in their efforts to raise funds and support themselves, it was not desirable to utilise the League website for this purpose and that clubs should be encouraged to email other secretaries if they felt that they wanted to publicise their events to this forum
Email from Andoversford Nomads in which the club secretary offers his help to the League to investigate the League's Charitable Status.
The League Secretary was asked to write to the secretary of Andoversford Nomads to ascertain the nature of the help that he thought he might be able to offer the League.
Email from Charlton Rovers requesting clarification on a possible matter of conflicting interests. The Secretary of Charlton Rovers asks if it would be acceptable to the League for him to run the line for the Falcons team that will, this season, contain his son as a player.
It was agreed that no officer of any club should fulfil any official function for another club, including performing the duties of club linesman, especially if the two clubs concerned had teams in the same division of the League.

Correspondence Notified to the Meeting but not discussed

Letter from Tewkesbury Rugby Club confirming that they have agreed to hire changing room and shower facilities to Tewkesbury Rovers FC for the 2007-08 season
Email from Winchcombe Town confirming both that they had decided not to enter a third team in the Cheltenham League for the 2007-08 season and, also, that James Theyer had taken over as club secretary
Email from Andoversford Nomads assuring the League that the outstanding amount owed by the Club to the League would be paid by the 31st May deadline. The club also ask about the feasibility of submitting result cards to the Registration Secretary by email
Email from Apperley, asking the League to consider placing the club in Division Four for the forthcoming season
Email from Kings requesting that their two sides play home matches on the same date during the course of the 2007-08 season
Reply sent informing the Kings Secretary that this will be taken into account when formulating the fixtures.
Email from Cheltenham Borough Council confirming that the League should only pay £1940.85, for pitch hire for the second half of 2006-07, rather than the amount of £2022.57 quoted on the invoice sent through at the end of the season.
Email from Woodmancote confirming the details of their new secretary, Tobias Cook
Letter from Endsleigh informing the League that they will be changing the colour of the shorts used with their first choice kit from white to royal blue next season
Letter from Vaughtons containing new catalogue and price list
Email from Andoversford Nomads giving details of the email address which should be used when corresponding with the clubs secretary
Email from Paul Hockey of FC Barometrics confirming that, in the continued absence of Russell Anderson, he will be assuming the duties of Secretary of the club for the whole of the forthcoming season.
Email from The Fixture Secretary of the Cirencester League, received via Full Time, pointing out the fact that there had been numerous fixture clashes between Siddington's first team and their reserves and informing the League that all but one of these clashes had been resolved. In relation to the remaining clash, the Cirencester League requested an alteration to the Cheltenham League Fixture list.
Email from Northleach Town informing the League of the club's new email address.
Letter from the GFA containing a receipt for the affiliation fees paid and detailing the League's affiliation number as EL00007
Letter from Cleevonians in reply to a letter sent to them asking for a new email address to replace their old one, which no longer seemed to work. Cleevonians promised to provide a new one by 10th July but no details have yet been forthcoming. The club also asked to postpone their Division 5 fixture with Tewkesbury Dynamos on September 22nd because of a wedding
Email from Cheltenham Civil Service informing the League that the club is unable to fulfil any of its first three home fixtures for the new season as work is being carried out on the grounds during the course of the first week of September.
Email from Finlay Rovers informing the League that the Club's AGM was scheduled to be held on Saturday, 21st July, 2007
Email from Broadway United requesting permission to postpone the clubs first fixture of the new season, on Saturday, 1st September, 2007 because of a wedding.
Invoice from The Big Yellow Storage Company for the League's hire of a locker at their facility in Princess Elizabeth Way for the forthcoming year.
Email from Gloucester Elmleaze in acknowledgement of the points raised following the inspection of the facilities at Windfall Way and also confirming that they have passed the details of these matters on to Accord, the company that maintains the facilities.
Email from the Gloucestershire FA announcing the fact that, following the recent bad weather, the trustees of the FA Sports Centre Trust have decided to operate a flood fund for those clubs affected, under the FA Discretionary Grant Aid Scheme.
Email from Prestbury Rovers informing the League that because they have new sponsors, they have changed their kit colours. Their first choice colours will now be Green & Red Shirts, Green & Red Shorts and Green Socks. Their change colours are now to be all Blue
Email from Gloucester Elmleaze notifying the League that they have changed their colours. Their first choice kit will now be navy blue & yellow shirts, navy blue & yellow shorts and navy blue and yellow socks whilst their change kit will be sky blue & white shirts, sky blue shorts and sky blue socks.
Email from Winchcombe Town informing the League that the club has a new email address, this being wt_fc@hotmail.co.uk
Email from Cheltenham Civil Service informing the League that the telephone number detailed for their secretary in the 2007/08 handbook is wrong. It should read 01242 245166
Email from Bishops Cleeve informing the League that their Secretary will be away on holiday from 9th September to 16th September
Email from Andoversford Nomads informing the League that the mobile telephone number for their alternative contact is 07940 154949. Also, the League is notified of the fact that the secretary's address has changed to Hillview, Coate, Devizes, Wiltshire, SN10 3LA and that the preferred email address for the club is PAH@cfsca.com

Rule Offences:

The following clubs have been charged in accordance with rule 2B - non payment of Annual Subscription by July 31st: Bishops Cleeve (2 teams - fine £40), Falcons (2 teams - fine £40), Gaffers (2 teams - fine £40), Phoenix United (1 team - fine £20), Tewkesbury Town (2 teams - fine £40)

The following clubs have been charged in accordance with rule 2I - failure to pay fees appertaining to the hire of Cheltenham Borough Council Pitches: Falcons (2 teams - fine £10)

The following clubs have been charged in accordance with rule 5h

i. Failure to satisfactorily attend to the business of the League - no acknowledgement of Fixtures. Fine at the discretion of the Management Committee: Northway, Gaffers FC, Siddington, Whaddon United

The following clubs have been charged in accordance with rule 6H - failure to be represented at the Annual General Meeting. Fine £15: Broadway United, High Tech Rangers, Northway, Phoenix United

The following clubs have been charged in accordance with rule 8F - non payment of fees due for Registration Books by July 31st: Fine £15 Bishops Cleeve, Falcons, Gaffers, Phoenix United, Tewkesbury Town

The following clubs have been charged in accordance with Charities Cup rule 2A - non payment of entrance fees by July 31st: Fine £20 Bishops Cleeve, Falcons, Gaffers, Phoenix United, Tewkesbury Town

It was noted by the Committee that all clubs that had failed to pay their subscriptions to the League by July 31st had been immediately suspended until the fees had been paid. It was reported by the Treasurer that only one club, Phoenix United, remained suspended at the date of the meeting. It was confirmed that, in accordance with league rules, unless Phoenix United paid their annual subscriptions as well as the fees due for registration books and entrance to the Charity Cup by 6.00 pm on Friday, August 31st, their first game of the season, on September 1st, would be cancelled, as would every subsequent fixture until the fees were paid.

Club Review - Finlay Rovers

The General Secretary reminded the meeting that Finlay Rovers had been on report to the League and subject to special measures ever since February 2006. It was pointed out that the club complied with all requirements placed upon it during the course of the 2006-07 season and that it had only incurred 14 fines during the season, which represented a significant improvement on the previous year. The General Secretary informed the meeting that he felt that this was one particular instance in which the emergency measures used by the League had helped to revive the fortunes of a club that was ailing administratively and that the healthy state that Finlay Rovers now found itself in was due to the significant and praiseworthy efforts of a number of individuals who were involved with the club. In conclusion, he recommended that the club should be relieved of the requirements that were still in place upon them and this was wholeheartedly and unanimously agreed.

Charity Cup Sub Committee Report

The report of the Charity Cup Sub Committee meeting that had been held on Wednesday, 27th June, 2007 had been circulated in advance of the meeting and the General Secretary highlighted a number of points that he felt needed to be specifically brought to the attention of the meeting. Following discussion, the report and its recommendations was unanimously accepted by the Management Committee.

Identity Cards

The General Secretary reminded the meeting that, at the AGM, the League's Management Committee accepted a mandate to re-examine the provision of identity cards to all teams and players in the League. The General Secretary expressed his concerns that, whilst he agreed, in principle, with the prospect of introducing ID cards, he felt that the League and its already hard pressed officers could be subjected to a lot of hard work in investigating a prospective scheme only for the proposal to be voted down at the next AGM. Following discussion, the General Secretary was asked to contact the GFA to ask for their recommendations with regard to the introduction of ID card schemes and, also, to conduct a mock referendum, utilising League Rule 5(h), of club secretaries to gauge the level of support that would be forthcoming if such a scheme was proposed at the AGM next year.

Fixtures

Mr John Hunt reported that the fixtures for the new season had been released to member clubs on Saturday, 30th June, 2007. He also reported that it had been very disappointing to have received an unprecedented number of requests, within the first fortnight following the release of the fixtures, to rearrange fixtures, for a variety of reasons.
It was also reported to the meeting that High Tech Rangers had submitted a supplementary information form detailing the fact that their ground was unavailable until September 29th and that a supplementary information form had been received from Northleach Town specifying that their ground was unavailable until September 25th. The difficulties that this presented when compiling the fixtures were stressed to the meeting, as was the fact that it was possible that accommodating such ground unavailability at the beginning of a season could effect the equanimity of the competition. The Committee was asked to approve a proposal that would require clubs whose ground was not available for significant periods at the beginning of the season to play home matches on other sites and, after discussion, this was agreed.
Mr Hunt also reported that Sherborne Harriers had asked that a midweek fixture be switched away from their home ground because they did not, currently, have lights available at their home ground. This was noted.
Mr Hunt reported that Northway had informed him that their changing rooms at Ashchurch had been condemned following the flooding in July. It was agreed to monitor this situation but it was noted that it was the responsibility of the club to either remedy the situation at Ashchurch Playing Fields or find itself an alternative venue at which to play its home matches..
Mr Hunt confirmed that he had received details of the County Cup draw from the GFA, in accordance with a request from the league that was made during the course of last season. In reference to this the General Secretary asked the League's two representatives on the County Cup Committee whether or not the League's request for the reclassification of its clubs had been agreed by the Committee at its meeting in July. It was confirmed that the request was agreed unanimously and that all the League's Division One clubs would now be competing in the Senior Amateur Cup

Registrations

Mr Phil Tustain, the League's new registration secretary, reported that all clubs had complied with the registration deadline by having at least 11 players registered with the League by August 25th. The meeting was also informed that, so far, 16 players who were previously registered with Belmore Jags, Naunton Park and Tewkesbury YMCA had registered for the new season. It was agreed that whilst the registration of each player previously registered with former member clubs would be accepted, all such registrations would be suspended until such a time as the player concerned had paid his share of the debt owed by the club. The League Treasurer confirmed that, in total, £711.59 had been owed by former member clubs at the closure of the League's books at the end of last season. It was agreed that, to be eligible to play in any given fixture, a player who had been registered last season with a former member club that was in debt to the League, would be required to have paid their share, of the debt owed, to the League Treasurer by 6.00 pm on the day before the fixture, at the very latest.
In response to a specific question, it was confirmed that Ashley Buckland owed £10 to a former club and that he would not be eligible to play for any club in the Cheltenham League until this amount was paid.
Following discussion, it was agreed that all debts to the League that pre-dated the 2006-07 season would now be written off.

Any Other Business:

Mr John Hunt confirmed that he would be on holiday from August 30th to September 12th and that the General Secretary would be the first point of contact for matters relating to fixtures during this period

The General Secretary reported to the meeting that the League's storage at the Big Yellow Storage Company had now been upgraded and was twice the size that it had previously been, which more adequately served the League's requirements in this regard.

It was reported that the League had not received a refund of the £4.30 postage that it had paid to the GFA for FA Cup Final tickets in May. The General Secretary informed the meeting that, despite the fact that the League paid for its allocation of tickets to be sent be registered mail, the tickets were handed to a League representative at the County FA AGM and no refund had been received. The General Secretary was asked to make further enquiries of the GFA in this regard.

It was reported that an inspection had been carried out of Windfall Way, the location at which Gloucester Elmleaze were intending to play their home fixtures. The meeting was informed that the new facilities at this venue were excellent and the use of the venue for Cheltenham League matches was ratified by the Committee.

There being no further business, the meeting closed at 8.44 pm

NEXT MEETING - WEDNESDAY 26th SEPTEMBER, 2007