Minutes of the Annual General Meeting of ECSA
Friday 25 October 2024, Portsmouth, UK
Minutes: Andrea Scott-Lewis (Secretary)

 

1. Opening Remarks – Jan Hlinka
JH started the meeting by reporting the sad news that our Dutch colleague Alex de Wit, died from cancer on 18 October 2024 18 October 2024 He was a proud participant of the ECSA 4 Day Marches in Nijmegen, and well known by many colleagues. A minute’s silence was held in his memory.
JH thanked Andrea Scott-Lewis, ECSA General Secretary who took on the responsibility of hosting AGM here in Portsmouth, the city with such a rich history. He also extended our thanks to the top management of the UK Customs as well as to the UK Customs Sports Club for supporting the ECSA in general, hosting events in the UK as well as sending the UK athletes for various ECSA events organized and hosted by our Members in respective Member States.
He presented ASL with a small gift as a token of ECSA’s appreciation to her efforts, time and energy she invested while preparing and hosting this AGM.
JH is happy to see so many familiar faces here in Portsmouth and also a number of new colleagues.
In particular he welcomed new colleagues from Hungary, Latvia and Norway; Roberta Karsai, Lauma Tenasa Randi Krogh.
It is very encouraging to see here at the AGM, 15 Member States represented by 16 colleagues.
He reported that for the first time in history, ECSA has an official address. The Association is now registered at the Customs Headquarters at Luxembourg City. This was only possible thanks to personal involvement of the Director General of Luxembourg Customs Administration, Alain Bellot, who was very helpful after learning about our difficulties connected with efforts to open the bank account. He was personally involved in helping us to open the account, which was set up in February in Luxembourg at the Speurkesse Bank. Most of you will be aware, the setting up of the account has been a very long process, taking more than a couple of years and as mentioned previously it was only possible with the assistance of the DG of Luxembourg Customs but also with personal involvement of Nadine Scholtes and Manuel Herren from the Luxembourg Customs. Without their involvement and them going and speaking with bank on many occasions it would have been an impossible task.
Furthermore in order to open the ECSA bank account every member of the ECSA Executive Committee had to provide rather extensive personal information and travel to the chosen Bank to Luxembourg to prove their identity. Therefore a meeting at the bank was arranged in February this year where the full Executive Committee met with the Bank Manager for finalizing all necessary documentation regarding the bank account. Thanks to the EC members for travelling to Luxembourg and going to the bank all at once as this was one of the conditions of the bank. We had to show and sign official documents in person.
Also thanks to Svend Mandel Hansen from Denmark who played very important role in this long process and who served as the ECSA co-treasurer even after he retired from the Danish Customs Administration because we needed to finish the ongoing bank account procedure. Svend was not able to join us at this AGM but we are in touch and he will continue to help and advise. JH reported that this issue with the bank account is now settled and successfully behind us.
Another very exciting thing took place just last week, in Hungary. The NTCA organized in Budapest, under the current Presidency of Hungary in the Council of the European Union, a High-Level Seminar attended by the Directors General of the EU countries. The AGM extended greetings to Director General of the NTCA, Kristof Bakai, the organiser and host of this meeting in Budapest, who has been a longtime supporter of ECSA. The Italian Customs and Monopolies Agency Director General was accompanied at this meeting in Budapest by our ECSA Italian representative and the ECSA PR Director Marco Paladino. And Marco took advantage of this moment and was able to speak to many of the present Directors General and thus spread the awareness and information about ECSA among the DGs at this High-Level Meeting. This is extremely important for our Association because our sports events and meetings are highly dependent on the approval of the highest managers of Customs Administrations, and we need to take every opportunity and every given moment to make our Association visible at this high level of customs managers.
In May 2024 alongside the Brussels 20km JH travelled to Brussels, not only to be part of the ECSA Brussels 20km and support the Belgian Customs organising team, but also to try to meet with the European Commission representative for ECSA, Laura Wittke. Previously JH and ASL had received an email request to withdraw membership of ECSA, JH hoped to persuade her and the European Commission not to withdraw from the Association. Nevertheless, Laura Wittke was unable to meet and as a result the Commission is now unfortunately no longer an official member of our Association.

2. Approval of the Agenda
The meeting approved the agenda.

3. Confirmation of Attendance
Apologies received from Werner Thury (Austria), Winnie Wolf Andersen (Denmark), Nikolai Voronin (Estonia), Alonas Ritvas (Lithuania), Nadine Scholtes (Luxembourg), Eamon Bugeja (Malta), Nora Kacaniova (Slovakia), Müge Demirbaş (Turkey). Cyprus were absent.

4. Minutes of Previous Meetings
Meeting approved the AGM Minutes of 27 October 2023.
The meeting noted the EC meeting summaries, these will be published on the website.
ASL reported that an AGM preparatory meeting was held the previous day. Plans to hold the 2025 EC meetings in Rome and Amsterdam are under way. The issue of the Presidential election will be discussed in agenda item 8.
JH thanked delegates for the Members Report, it is a good tool to have when travelling to DG meetings to support us in obtaining support around the MS. He encourages all MS to submit reports with a summary of where you participated and updates to contact information. ASL reminded the meeting that the website is open to everyone to view but any privacy issues would be respected.

5. Matters Arising: Update on Action Points
Updates on the outstanding action points are included in Annex 2.
All discharged bar the standing action points, ASL confirmed the background to the standing action points.
04/19: JH reported the issue of no shows at the Kosice Marathon, two from Luxembourg and one from Poland. This matter has been closed, Slovak Customs does not intend to recover losses incurred but have implemented changes to registration and entry to the event to avoid future losses. A reminder was issued to report to the organisers anyone unable to travel so they are not waiting for them.
09/23: WT had confirmed a change in management in North Macedonia and no progress is currently possible. ASL requested that any delegates with contacts in Slovenia who withdrew membership when customs and financial administration merged to contact JH. In addition, any contacts in Bulgaria Romania also sought.
MN will provide contact details for the Customs Attaches for these countries and BM will provide contacts for Albania, Montenegro, Croatia, North Macedonia and Bosnia and Herzegovina.
AP 01/25: MN and BM will provide contacts for Slovenia, Bulgaria, Romania, Albania, Montenegro, Croatia, North Macedonia and Bosnia and Herzegovina to progress membership of ECSA.

6. Event Calendar updates: 2024 and 2025: Remote Events
2025
JH asked each delegate for any plans for ECSA events in 2025 and 2026.
MP reported on the first point on the calendar; 9-16 March 2025 White Week skiing, subject to final confirmation of the dates. The invitation and costs will be issued shortly for accommodation and meals and the skiing. Also he plans to organise the EC in February 2025 in Rome. He is also hoping to introduce a Padel tournament but it is still in planning at present. Norway, Finland, Sweden, Belgium and UK reported that Padel was becoming popular in their countries. AP reported on the floorball competition held in 2024 and plans to organise it again in spring 2026. Combined teams will be discussed and may be possible. WK organises the table tennis tournament each year in Poland. The two-day event on Friday and Saturday, 9-10 May 2025 will be the 25th anniversary and what started as a national competition was then extended to ECSA members. Plan is to hold a celebration on Thursday and the competition on Friday and Saturday 9 and 10 May. Invitations will request arrival by Thursday 8 May midday for celebration and WK confirmed all previous countries are very welcome to return for the anniversary. Poland was hoping to arrange a swimming competition but this is not possible at present. Also planning to organise 2025 AGM in Poland, likely to be slightly earlier in October in Wroclaw (avoiding the DG meeting held at the beginning of the month).
BG invited EC to Norway for meeting in 2025 if Italy unavailable or 2026. Also can look at floorball if Sweden does not take it on and Padel as well.
CO expressed an interest in attending the table tennis for the celebration and some running events in Brussels and Czech Republic. If shooting takes place in Lithuania will also plan to send a team.
JH will be in contact with AR in Lithuania to see if progress can be made on shooting. RK unable to confirm any plans in Hungary to organise shooting competition in the future.
LT reported on sniffer dog championships held in Latvia in 2024 and that she may be able to host in 2026. Meeting requested plenty of notice due to planning and costs of sending two dogs and four handlers. Shooting is not an option for the future due to the splitting Tax and Police Departments. Hopes to send participants to running events in future.
ST no plans for Finland due to 6 million in savings being sought in the Customs Department. Hoping that the future will improve. Sadly reported that Lasse is not so well in health. ECSA sends him best wishes.
MN thanked JH for hosting in Teplice and will be returning next year along with the 20K Brussels. Sadly high costs meant that hosting EC or AGM had not been possible. He expects this to be his last AGM as he may have to pass over to a new representative based in Dublin. Administration unlikely to be able to organise any events in the foreseeable future. Great thanks and sorrow from colleagues if we are to lose him as representative.
BK sends greetings from the Director General from Kosovo to all the delegates at the AGM. He reported that 115 new Customs Officers are being recruited and a new sports organisation will hopefully be set up. Futsal domestic competition (indoor event five plus one players) planned in 2025 or 2026 possibly in February or March.
RK reported that the Marathon in Budapest, Hungary is now under negotiation and possibly can add shooting or service dogs as they are hosting a lot of training exercises for dogs with EU assistance. Will ask about budgets for events.
IH reported that the 20K will be held on 25 May 2025. Some budgetary issues means that again no official dinner will be held, it will be a more informal approach again which was very popular this year. Hope that the Administration will be able to pay for entry for up to three per country to the event and food after the event. Please ensure that entries are submitted on time to ensure the budget can be secured. Belgium hope to participate in the table tennis, 4-day marches and shooting if it can be scheduled, also a running event.
BVV hosting 4 days marches 15–18 July 2025 and this is 65th anniversary for ECSA so there will be celebrations planned. Our flagship event in ECSA with over 200 Customs Officers taking part. JH thanked his Administration for the support, all costs and food are taken care of. Registrations will be requested early January 2025. Participation in table tennis, sniffer dogs and running events and hosting the EC meeting on 23 May 2025.
AK reports participation in table tennis, Urban Trail and running events in Czech Republic. All athletes pay for themselves, they do get one day off, fought for by AK. No budget available but held volleyball in 2017 and some ECs and AGM. Looking to bring road race cycling to Lubeck in 2025, attaching to an existing event which is usually held in May. Also Golf tournament is being researched with good access to rail or airport links. Tenpin bowling also being planned in Germany, possibly in November 2026.
JH spoke on behalf of Luxembourg; they are organising the Urban Trail on 27 April 2025. For Czechia, sending runners to Brussels, Budapest, and hopefully to the table tennis. Thanks to everyone sending teams to the 40th anniversary of Teplice running event and will welcome as many countries as possible in the future 5-7 September 2025.
ASL thanked all countries for organising and participating in events, no longer hosting cycling due to issues with leaving the EU. Thanks to CO for the hosting of the tennis a wonderful event reported by our team. Thanks to Sweden for the welcome and coaching at the floorball, igniting interest in the sport in the UK.
AK asked for all invitations that might be sent directly from local sports clubs to be sent to him as he needs to oversee all invitations to ECSA participants.
JH reported that Turkey is no longer able to hold the volleyball in 2025, it may be replaced by the multi sports event in Austria. France sent teams to the event, competing in tennis, futsal and the Administration sent 15 participants who were invited to take part in most events, even though they were not experienced in that sport and reported enjoying them so much because there was no pressure. Accommodated in a university complex with beautiful views. Great feedback and hopefully this will encourage more countries to participate. Administrations can send teams or individuals.
MN reported that previous participants for the Urban Trail were contacted directly by Luxembourg and this makes issues on confirmed participation and budgetary considerations. Meeting reminded that all invitations must be made via Representatives and DGs.
AP 02/25: JH to contact NS to confirm the correct procedure for inviting ECSA representatives at the Urban Trail.
2026
Calendar discussed. Usual events will take place; skiing, running events, table tennis, marathon will be in Slovakia in 2026. Host for AGM 2026 required. Date of the Brussels 20k to be confirmed as either 23 or 30 May.
CO suggested that running competitions every two years might not encourage participation so may help with retaining interest in taking part if they are scheduled every year. EC to consider calendar frequency at next EC meeting.
AP 03/25: EC to consider frequency of events to encourage regular participation.

7. ECSA Finance
Thanks from the AGM to our co-opted co-treasurer Svend Mandel Hansen for his work on the transfer of the bank account to Luxembourg. Thanks also to Nora and Winnie who took on the role of auditors and have successfully completed their task.
The year in Luxembourg started on 3 April 2024 with €29102.63 banked and the financial year ended with €26923.37.
Extra promotional items purchased put us slightly over expectation. No subventions paid this year so the overall spend remained within budget.
Budget for 2025 includes new Strava prize gifts and promotional items such as lanyards and pass extenders. Website hosting €100 approximately, bank and administration costs €50, promotional items - lanyards and pass extenders €2000.
Subventions – €1500.
Income €3300 from subscriptions, miscellaneous expenditure €550.
Budget recommended for agreement; meeting agreed.
All reps were asked if they have a flag. Many do not so ASL will canvas all countries so that additional items can be purchased. CO suggested a small version for the office, this will also be costed.
AP 04/25: ASL to send email to all members to ask if they need an ECSA flag.

8. Executive Committee Elections
JH reported that his third term was now ending and he had asked for interest in standing for this role around the Member States, only a reply from NK who thanked him and confirmed she cannot take on any role other than auditor.
At the preparatory meeting the previous day, the EC discussed who could lead ECSA as there is no candidate. AK has the support of his Administration to take over as acting President of ECSA. Thanks to AK for helping out, JH will remain on the committee for one year without power to vote to aid the smooth running of the EC. Next year he can stand again if he wishes, or if there are no other candidates. This is the proposal of the EC, the meeting was asked if they agreed with this strategy, meeting agreed.
We are looking for new people to step forward to become involved in the administration of ECSA, if you are interested, please come forward and you can get information on the running of the Association and maybe be co-opted on the EC to see how it works. It will involve travel and more time to take forward the Association.
On behalf of the AGM, AK presented JH with the ECSA Medal of Honour. JH is the first recipient of this prestigious award in ECSA.
ST asked if it is ok to put the photos on LinkedIn and local media. So long as names are not listed, the photos are fine with everyone.

9. Fitness Week and Strava Awards
JH explained the Fitness Week over the years, introduced to encourage everyone to make changes, like using the stairs or participation in events, to increase activity. He recommended that the initiative continues and meeting agreed. AK confirmed that photos of the activities will be posted to the website to show what is being done, please continue to submit photographs.
Strava prizes will be awarded for sports related activities for members of the group. Randomiser will select three winners €70, €50, €30 a gift card awarded in country of winning member. Strava button on the website gives details of the disclaimer concerning privacy and applying to join the group. All members will be moderators so they can accept members from their own country. It is important that only Customs Officers are permitted.
First Strava award winners:
Lennart Reijnierse
Carlo C W Schepers
Niels Koetsier

10. Any Other Business
AK asked ST the Finland rep about Janne Kallio, he remains the ECSA webmaster and it was hoped he would be present at the meeting as he is co-opted onto the Executive Committee. What is the situation with him attending meetings? ST confirmed he can continue to help out online and if we meet in Finland but he is not able to travel to meetings.
Meeting thanked ASL for hosting the meeting.
MN thanked the meeting and if it is his last, then he appreciates the welcome.
ST and LT thanked the meeting.
CO reported that he was asked to step in to host the AGM in 2017 for two years, it is now 2024 and finally he feels it will be his last. He will remain on an advisory role to help the new representative. Particular thanks to two people in ECSA over the years. To JH for his leadership and the embodiment of ECSA, leading by example as a fit person and to ASL for her organisation, availability to help and advice. He presented gifts to both in appreciation.
Date and venue of next meeting.
The Executive Committee will meet in Spring and summer 2025. AGM venue confirmed as Poland for October 2025.
There being no further business, the meeting closed at 15.00.

Andrea Scott-Lewis
ECSA Secretary
25 October 2024