Minutes of the Annual General Meeting of ECSA

Friday 27 October 2023, Bratislava, Slovakia

 

Present and apologies for absence: see Annex 1

Minutes: Andrea Scott-Lewis (Secretary)

 

  1. Opening Remarks – Jan Hlinka

JH welcomed the group to the AGM and informed the meeting of the sudden and unexpected passing of two colleagues, Stephen Shanks from the United Kingdom and Erik Schepper from the Netherlands, both from heart attack. Both were regulars at the ECSA running events and Erik had trained in massage therapy to become the first official masseur at our ECSA events.

The meeting held a minute’s silence to remember them.

JH addressed Andrej Hanus, Nora Kačániová and Michaela Gajarská on behalf of ECSA and expressed appreciation for the organisation of the AGM in Bratislava. It follows the EC meeting in 2020 before the global pandemic took hold.

Then a welcome from host Andrej Hanus, Director of International Relations of Slovakian Customs. He welcomed everyone to the meeting and looked forward to getting to know those members he has not previously met. He is very supportive of the cooperation and understanding that comes from the Association. The Slovak Customs Administration joined in 2000 and it has helped them to expand the regional sporting activities in their country.

Since joining ECSA, our colleagues have regularly participated in the Table Tennis Tournament in Poland, the Czech Customs Administration Championships in running, shooting and service dog races, always with very good results. As part of the International Peace Marathon in Košice, participants from ECSA member countries are invited every two years.

Slovakia would like to increase the participation and organisation of events in the future, subject to budget constraints.  The pandemic has changed all our plans, so we are grateful for the gradual return to an active life as we knew it before 2020.

Andrej invited the group to dinner on behalf of the Slovak Administration. Nora gave details of the arrangements for dinner, airport transfers and social activities.

He wished the AGM a productive meeting in a creative atmosphere and for those who are staying in Bratislava also on Saturday, a pleasant afternoon sightseeing in the historical streets of Bratislava.

JH thanked Nora for all her work and presented flowers on behalf of ECSA. He also thanked Michaela and presented a gift on behalf of ECSA.

JH welcomed Kosovo, the newest member of ECSA voted in at the AGM in Leiden and to Bekim Mehmetaj, representing them. He also mentioned the new representatives of a number of Member States, Wiesia Koter from Poland, Klara Bene-Gilanyi from Hungary (attending on behalf of Alexandra Czudor who has replaced Bernie Sik). The meeting sent best wishes to Bernie on his new career. Also welcome to our new colleagues from Norway, Thomas Bang and Jan Jelmo and JH sent his best wishes to Bjorn Granli on behalf of ECSA.

All delegates introduced themselves to the meeting. Bekim thanked ECSA for the unanimous welcome at the AGM 2022 and gave a background to the Customs Administration and Sports activities that have already taken place during this year.

JH passed on congratulations to Sara Joyce, the previous Irish Representative who has recently had a baby boy.

 

  1. Approval of the Agenda

The meeting approved the agenda.

 

  1. Confirmation of Attendance

Apologies received from Cedric Orgeret (France), Lauma Tenasa (Latvia), Alonas Ritvas (Lithuania), Sini Tefke (Finland) represented by Janne Kallio, Eamon Bugeja (Malta), Müge Demirbaş (Turkey) Laura Wittke (TAXUD). Cyprus was absent.

 

  1. Minutes of Previous Meetings

Meeting approved the AGM Minutes of 7 October 2022.

The meeting noted the EC meeting summaries, these will be published on the website.

ASL reported about the AGM preparatory meeting the previous day, it was agreed to ask the Member States if they had anything that they wished the Executive Committee to discuss at the next EC meeting. All Member States will be contacted one month prior to each meeting and any subjects can then be added to the agenda.

AP 01/24: ASL to contact Member States for any items for discussion prior to the upcoming Executive Committee meetings.

The 2023 Annual Report is still waiting for information from some States, ASL issued a reminder to prepare outstanding reports as soon as possible so that it can be published on the website.

 

  1. Matters Arising: Update on Action Points

Appendix B refers.

ASL detailed the reasons for the standing action points for the new delegates and reminded all members of the need continue collaboration with colleagues.

AK appealed to all delegates to inform him of any information, results or reports over the years that will help him with the history of ECSA.

No questions or revisions raised from the Action Points.

AP 09/23: WT will approach North Macedonia for interest in joining ECSA.

WT reported that the DG in North Macedonia had changed recently and after the cancellation of the Volleyball he had not been able to progress this action point. It will remain ongoing and JH showed his appreciation on behalf of the AGM for his work.

 

  1. Event Calendar updates: 2024 and 2025: Remote Events

The spring 2024 EC meeting will be held in Luxembourg to facilitate a visit to the bank and finalise transfer of the ECSA account.

Floorball will be held in March, if a Member State cannot get a full team, then it may be possible to join together to make a composite team.  AP will advise.

AGM 2024 - MN reported that he had extensively researched hotels in Dublin but the costs were very high. The Irish Administration has offered to subsidise the cost but this would still mean around €150 per night. JH thanked MN for his work and time on trying to accommodate us for the AGM and to his Administration for offering to subsidise the cost. However, with the financial pressure around Europe it is important to keep costs as low as possible and we could have a problem with attendance in this case.

The floor is open for another MS to host the event, BM proposed Pristina for the meeting. JH thanked him for his proposal which will be considered alongside any other volunteers. Any Member States wishing to host an AGM, please contact JH.

AP 02/24: Any proposal to host the 2024 AGM to be sent to JH.

The Marathon in Budapest had to be cancelled as the Customs Training Centre and Accommodation had been recently sold by the Hungarian Government, meaning there was nowhere to stay. This will also cause problems for the Shooting competition as that venue has also been sold.

There will be an opportunity for another Member State to organise the Marathon every two years or a return to Hungary if they can find accommodation to suit.

IH and BV presented a proposal to the meeting on Remote Events. The aim is to stimulate exercise by running, cycling, walking and swimming using the Strava app. They looked at the formula to get people more active and have tested the platform with colleagues, it also has a social element. The next step is to set up activities online so members can compete. The community can be shared, its free to subscribe and then events can be added.  It’s planned to create a team effort to compete alongside our colleagues around the Member States and with no need to travel away from your own hometown, the link to the group will be shared. Its free to subscribe, there are no costs associated to this. IH will be meeting with his local organisation in his hometown who had run a similar exercise and he will see how we can set realistic challenges. WT mentioned the Red Bull Wings for Life on 5th May 2024 at 1pm where everyone should run and it can be recorded. Entry fee is given to the Spinal Injuries Charity. Entries open on 8 November 2023. ASL reported that in the UK it is Tesco Race for Life with entries to Cancer Research.

AP 03/24: IH will share the link to the ECSA Strava Group. WT will share the Red Bull Wings for Life Challenge so that an ECSA Group can be set up.

 

  1. ECSA Finance

JH briefed the AGM on the transition of the bank account from Denmark to Luxembourg. We had not known how difficult it was going to be to move the account to our planned home of Belgium, but with the new EU money laundering legislation became much more difficult. With the intervention of DG Alain Bellot, we have been able to move forward with the Luxembourg Bank and thanks to the help of NS and Manuel Herren, we are now able to confirm the official registered address of the European Customs Sports Association in Luxembourg, at the Customs Administration Headquarters. AK has translated the Constitution into German and we now hope to be able to conclude this process in February/March 2024.

SMH confirmed that the AGM must approve the name change back to the original name of ECSA and the official address change to Luxembourg on the Constitution. Meeting agreed.

SMH commented on specific areas of the balance sheet, two extra payments of subscriptions are being allocated to 2024. Expenditure and bank costs were explained. The 2,000 Euros allocated for bank costs have not yet been spent as the transfer hasn’t taken place.

New tee shirts have been purchased this year, to be used for gifts.

Only one Auditor was available this year as the other has now left Customs. Thanks from JH to SMH for his flawless book keeping, making work for the Auditors very simple.

The budget for 2024 was explained. IH confirmed that the original expenditure on bank costs was for the transfer to Belgium but it was not anticipated to be so high in Luxembourg.

 

  1. Executive Committee Elections and Election of Auditors

 JH explained that we had missed the re-election of MP in 2022 so he proposed that he is elected at this AGM. Meeting agreed. In addition, JH proposed IH to be re-elected to his second term in 2023. Meeting agreed. SMH has been taking forward the process of moving the bank account to Luxembourg and has been co-Treasurer co-opted to the EC in the past year. It is hoped that this will be completed in the coming year and JH proposed his co-option to the EC for the coming year. Also, AK has completed his second term and as an Officer, is able to continue for a third term in exceptional circumstances. JH proposed AK, meeting agreed. AK thanked the AGM for their trust and the teamwork to keep ECSA going in the future. He welcomed our new members and thanked Nora and Andrej for their organisation and support.

Finally, PL is stepping down and considering retiring from employment. We will miss him very much in our ECSA family and JH presented him with the Honorary Life Membership certificate and the ECSA Medal of Honour.

 As life moves on, a new volunteer, also from Sweden, AP has stood forward as the new EC member. Meeting agreed.

PL explained the process of auditing. The AGM are looking to replace him as he is stepping down and also for BS who has now left Customs.  NK and WWA stepped forward and the meeting voted them in. Thanks to them for volunteering.

Congratulations to all who have been elected or re-elected and thanks to all for voting.

 

  1. Historical Club Membership

JH thanked SMH for his work on setting up the Historical Club. ASL asked who was eligible to join and SMH confirmed it is all former colleagues who have served the AGM or EC for a minimum of eight years. SMH will write to all eligible colleagues to see who wishes to join and how to arrange meetings and what work to do. He confirmed that all costs, including as travel, accommodation etc would be covered by the individuals, ECSA and the Administrations will not be responsible for payments.

 

  1. ECSA Event Organisers Guide

 ASL will confirm that the change to the Organisers Guide on seeking ECSA status is also the same in the Rules. The meeting is happy with the content and processes, ASL is happy to help organisers with the process.

 AK reminded the meeting that it is important to issue the invitations as soon as possible, and at least six months before the event so that the event can be confirmed and participants can book travel as early as possible.

 AP 04/24: ASL to confirm that the Organisers Guide and the Rules confirm the same information.

 

  1. Fitness Week: review

 JH confirmed that the Fitness Week will continue as it is well supported by many Member States. The photo competition will however be discontinued. 

The activity undertaken can be anything to get moving, PL reported the activities that took place locally in Gothenburg, fencing, zip lining, space walks and mountain biking. Each local Sports Club in Sweden can organise anything to communicate to their Management that they are moving more and getting fit. Also they organised a taster circuit training event which has continued after the Fitness Week.

AK reported that one local office is taking forward the Fitness Week, doing virtual running during the month.

TB suggested that this could be combined with the Strava Group app which is being used in the Customs Authority in Norway. However, they are finding it difficult outside of Oslo to get groups together, they have found that the bigger the Customs Office is, it becomes easier to organise events.

MP suggested at any photos published on social media should include the hashtag #ECSAfitnessweek

 

  1. Any Other Business

JH confirmed he had received the application of Estonia to join ECSA. It has been a long process due to changes of management in Estonia, but on 18 October an official letter from the Director General Raigo Uukkivi was received which expressed the willingness of Estonia to become an ECSA member.

Meeting approved the application of Estonia to join ECSA with immediate effect.

In addition, TAXUD have been a member of ECSA for some years and gave a lot of support to our activities. However, JH had been trying to meet with the current representative Laura Wittke for some time without success and we have now received an email asking about withdrawing from membership of ECSA. We are keen to try to retain TAXUD as a member so JH will try to arrange a meeting with them. He asked for any help that can be given in Brussels to facilitate a meeting with them.

Bekim has offered to raise ECSA with WCO to further our membership. He will discuss with JH in due course.

AP 05/24: Any delegates able to facilitate a meeting with TAXUD to contact JH.

SMH confirmed that subscription invoices will be issued in November for payment to the Danish bank account, again!  IH thanked SMH for his ongoing support, he acknowledged that all the work goes to him.

MP thanked everyone for their hard work in ensuring that ECSA runs smoothly.

JK confirmed that he will be passing the website administration to BV and AK, he was thanked for his 22 years of work on the website on our behalf.

IH has sent out the link to the Strava Group and asked all Members to invite as many people as possible to join.

 

Date and venue of next meeting

 EC will meet in Luxembourg in Spring 2024.  AGM venue to be confirmed for 2024.

There being no further business, the meeting closed at 15.35 CET

 

Andrea Scott-Lewis

Secretary

27 October 2023