Minutes Club Meeting 07.09.09

                  TANDRIDGE YOUTH FOOTBALL LEAGUE

 MINUTES OF THE LEAGUES CLUBS MEETING HELD ON MONDAY, 7^TH SEPTEMBER 2009 AT H.S.B.C. SPORTS CLUB, LENNARD ROAD, BECKENHAM, KENT

Meeting commenced at 8.45pm.

Alan MacIllvaney apologized for the late start, caused by the additional items at registration.

Apologies received from: Alan Clarke and Teresa Hook

1)       Chairmen’s Report                                                                          Alan MacIllvaney

a) Minutes League Committee Meeting of the 13^th July 2009 where accepted proposed by Ex Blues FC and seconded by Seymour Villa FC, and accepted by the meeting there were no matters arising.

b) Alan MacIllvaney welcomed everybody to the meeting, Alan asked that we all help to get the new season off the ground by all working together within the remit of The Respect campaign and passing his best wishes on to all Clubs for the coming season.

2)    League President’s Report                                                            Alan Clarke

Alan Clarke was not present but asked that all Clubs where reminded of the Safeguarding Children’s Workshop on 22.10.2009 and the Child Welfare Officer Workshop on the 29.10.2009 at The H.S.B.C. Sports Club.

3)    Treasurer’s & Fine Administrators Report                                    Steve Davis

                                                                                          There are still two new teams that have not paid the Club bond of £75.00 AC Paulista and Battersea & Wandsworth.

The following Clubs have outstanding League Affiliation Fees:

Barnet Wood FC, Beckenham Athletic FC, Beckenham Youth FC, Chislehurst Wanderers, Crawley Town Elite FC (Peas Pottage Village Youth), Doverhouse Lions FC, Edenbridge United FC, Elite FC, Furngate FC, Junior Elite FC, L Sports C FC, Melwood FC, Moonshot FC, Sevenoaks Town FC, South East Elite FC, Spitfire Colts FC and Three Bridges FC

We still have a good number of minors trophy’s from last season, any Club that has not yet taken trophy’s for last seasons under 7 and 8 teams please see Steve after the meeting, please have your voting card to identify your Club.

4)    Secretary’s Report                                                                          Derek Harris

a) Two new Clubs had been interviewed before the new managers meeting and are recommended for membership by the League Committee, Axten FC an under 15 youth team attached to an adult Club, and Edenbridge Spitfires a new Club with an under 9 team based in Edenbridge, unfortunately neither Club where present. Tooting & Mitcham United an existing Club are entering an under 18 team.

b) We are still waiting for the updated Club Respect Packs, also we were expecting Designated Supporter Area barrier kits (DSA’s) for issue this evening but these have not arrived, we have 58 kits on back order.

Clubs are reminded that they must start using designated supporters areas these can be in the form of lines painted on the ground, training cones or suitable barriers please do not use metal spikes, the area should be at least I metre from the side line, they can also be on either side of the pitch. If you team is provided with a suitable DSA the supporters must remain inside whilst the game is in progress. League appointed referees will monitor the use of DSA’s.

c) Wilma Plummer was looking for representatives of the following Clubs to sign League Trophy acceptance forms at the end of the meeting: Three Bridges FC, Cobra Boys FC, Glebe FC, Tonbridge Angels FC, Southbank FC, Caribb FC. Beckenham Youth FC and Rustall FC.

Anita Russell would like to see the following regarding under 10 registration: A.C. Paulista FC, Balgowan FC, Mandy Dickinson, Derek Cunningham (Otford Youth FC), Redhill Juniors FC, Croydon Juniors FC and Junior Elite FC.

d) The League is determined to start the season with all teams compliant the teams that are not have been notified to the relevant Club Secretary’s who have been sent additional compliance forms, the registration cards for most of these teams are being held onto by the League until compliance is in place.

e) The League Committee still has vacancy’s for three fixtures Secretary’s this is a very important post and is integral to the smooth running of the divisional fixture, anyone who is interested and has available time on Sundays please contact Derek Harris.

5)    Registrations                                                                                  John Plummer

The standard of returns is much the same as previous years most Clubs waiting right up to the deadline to send registrations in, with the number of mistakes on cards this will result in some players  not being registered in time for first game, the deadline for the start of the season is Friday 11^th of September there after all new registrations must be received by the relevant registration secretary by Monday preceding the fixture (Sunday).

6)    Fixtures                                                                                          John Daziel

John asked that everyone familiarizes themselves with League Rules 10 & 11 relating to fixture and fixture management.

Fixtures will be posted through the Web Site, the secretary or manager of the home team is required to notify by telephone the away team on or before Tuesday prior to the match of all the fixture details, and should also have contacted the referee secretary where referees are appointed.

Games may be played on days other than Sunday by mutual consent, both teams must advise the fixture secretary that they are prepared to play.

The home team must update the result on the Web Site, we would also encourage the away team to do the same, both home and away teams must report county cup matches.

If for any reason your fixture is cancelled or likely to be in jeopardy please inform your Fixture Secretary as soon as possible.

Fixture breaks are only allowed if your player’s availability is greatly reduced through a school trip this must be notified on form Tan 9 at least 21 days prior to the Sunday of the fixture.

A question came through the floor (Club name not given) with the possibility of an epidemic such as Swine Flue what would be the situation regarding non played fixtures.. The response was we do not normally recognise sickness as a valid reason but would have to review all cancelled matches on presentation of Tan 5 with the circumstances at the time.

7)    Referee Secretary Report                                                                Alan Donovan

Alan will post out the to Secretary’s and team managers a copy of the League procedures for applying for and notifying referees of fixture details, details of the venue and kick off times must be confirmed by Tuesday prior to match.

Whilst the under16 to 18 age groups will get priority, Alan will look to appoint referees to lower age groups where possible.

Lunch time kick offs are extremely difficult to cover as referees prefer mornings and will do afternoons when covering two games.

The meeting was reminded that a qualified referee will always take precedent please try to agree the referee appointment when confirming fixtures.

Managers and coaches should only referee matches where there is alternative, please look to appoint some one else to control team in these instances.

We are a respect League so please encourage your team’s supporters not to abuse the referee and set a good example to the players.

Two notices relating to advise and safety where circulated with the August News letter please make your team managers aware of these.

Please direct your teams manager to Rule 9A and 9B relating to playing strip.

Please ask your team managers to honest and fair when marking referees please do not give a low mark because the referee awarded a penalty against your team or he made one mistake.

Please do not take the easy option of marking the referee with 61 points if you have concerns send in a Tan 8 so that the League can review the issues.

Please do not ask the League to supply an appointed referee because there were issues in the previous match if you have not notified the League of the issues.

8)    Match Card Secretary’s Report                                                       Steve Davis

                                                                                         Steve Davis informed the meeting that to satisfy  FA Rules we have had to introduced a third type of Match Card,  the match cards for 11 aside (white) and Mini Soccer age 9-10 (blue) are unchanged.

We have to address the situation regarding non competitive football at under 7 and 8 where results are not to be collated or published, and also satisfy the Leagues need to know that a fixture has been played. We also have to have a reasonable knowledge of the standard of each team for when they reach competitive football.

The match card for under 7 & 8’s is colored yellow and requires much the same information but makes no mention of result, in its place we just ask for a response to three questions, these match cards should be sent to Sue Gill within the normal time frame, we have also reduced the fine for none receipt from £15 to £5.

                                                                                         Occasionally Clubs put match cards into envelopes for posting if you do this please ensure that the correct postage is paid otherwise they end up at the post office requiring collection and additional fee, this may lead to fines for none receipt and additional cost.  

AS South London. Asked if white match cards where used at 9x9 the response was yes.

9)    Discipline Secretary’s Report                                                                    Derek Harris                

Standard Code of Rules For Youth Leagues are the rules that to which we have to abide recently these rules have been reviewed and varied, a major variation is that indiscipline can only be dealt with by the County Football Associations and The FA, leagues may only deal with issues concerning the Competition, this relates to all the League rules relating to application to the League, registrations, match cards, fixtures etc.

With regards to indiscipline whilst the League cannot deal with indiscipline the Clubs can, it is the intention of the League to come along side Clubs that have issues and help them to resolve the, if the League are not satisfied with the level of co-operation from the Club we will bring the issues to this meeting for the Member Clubs to vote on.

The League interviewed three Clubs last season regarding poor administration and discipline two have not been accepted into the League this season, the League will bring more Clubs to meetings if the need arises with the intention of helping them to improve there performance in the areas of concern.   

10)   Interleague                                                                                                Derek Harris

We may not get set up for this season, the League want to ensure that we are set up correctly, with trials for teams, still trying to find out where games will be played, will report back when set up and Inter League Manager is appointed. Sevenoaks Town asked if we would run through all age groups, this will be decided when all the team managers are in place.

11)   League Welfare Officers Report                                                      Elise Payne

Safeguarding Children’s Workshop will be held on 22/10/2009 and a Club Welfare Officers (CWO) Workshop on 29/10/2009, both workshops to be held at the HSBC Sports Club, Lennard Road, Beckenham, Kent, these courses will be Free of Charge to TYFL Members a £20 CHARGE WILL APPLY FOR ANYONE NOT ATTENDING.

All CWO’s must have an accepted FA CRB Check and have attended a Safeguarding Children’s Workshop for a Club to be compliant this season, a Club cannot operate without a CWO.

CWO’s will receive all relevant correspondence from County Welfare Officers via the OKS messaging system.

Looking forward it is recommended that Clubs start to get all their officers CRB checked in readiness for new Government Legislation.

A reminder that photography at games is only permitted if everyone in both teams is in agreement, if anyone objects then photography must stop immediately.

12)   Web Site                                                                                        Elise Payne

            All Club details have been updated on to the Web Site, until notified please do not amend any details. There are a number of Clubs where team manager details are missing please be advised that compliance cannot be completed until a manager has been appointed.

This season we are using the Automated Fixture Generator through the OKS Web Site, this is a computer based software which will automatically generate fixtures.

County Cup fixtures will now show in Club area.

A Finance Module is to be added which will automatically produce invoices for all most areas, including fines.

Whilst updating the Club sites it was noted that Clubs are putting contact details on the Home Page, this is not recommended as these pages are not secured and open to anyone browsing sites. The system is designed to ensure that all details are confidential which is why it uses roles rather that numbers.

       The League Handbook will be soon be available as a down load from the Web Site

       Eversley Rangers Claimed that Hand Book Entry was wrong later confirmed as not.

Roll Call of Absent Clubs: Addiscombe Raiders, Axten, Battersea & Wandsworth, FC Elmstead, Edenbridge Spitfires, Elite, Epsom Eagles, Iftil Stars, Mid Sussex Blues, Oakwood, Otford Youth, Pease Pottage Village, Purley Panthers, Santley United, Shelton Athletic, Sutton United, Tonbridge Angels & Upsetters.

AOB Question from the floor: If league appointed ref does not turn up. The response was that the teams would have to decide a suitable person on the day, please ensure that your appointed referee is notified of the venue and KO as soon as you know it, this will reduce the probability of a referee not turning up.

       Meeting Closed 21.35 pm

       Date of next meeting:

       Monday 12^th October 2009