Minutes of the Annual General Meeting of ECSA, Friday 24 October 2025 Wroclaw Poland
1. Opening Remarks – Andreas Krueckeberg
AK welcomed all members to the meeting. He gave thanks to Wiesia Koter for the organisation of the AGM which was not easy with the issues of dates and venues. He presented her with flowers from the ECSA committee.
He welcomed Mariusz Roznowicz to the meeting and thanked him for his assistance in setting up the AGM. He presented a gift on behalf of ECSA.
He thanked BVV for the new website that has now been launched.
The meeting held a moments silence to remember our ECSA colleagues who have died in the past year.
AK: I warmly welcome you all here in Wroclaw, a very beautiful city, formerly known by its German name Breslau.
A very special year at ECSA is coming to an end for me. I was privileged to hold the position of President for a year. After many years in the position of Vice President, I had the confidence to do it, especially since it was only for one year. Looking back, I can say, it was nice, but I'm glad it's over. The duties of a Vice President and a President are similar, but yet completely different. The position of President is very demanding, and if you didn't have the capacity and support of your administration, the EC, and your family, none of it would work. I would therefore like to thank Jan for his many years of service as president and wish him much success and plenty of support from all sides for the next four years. Starting today, I will be your Vice President again and will carry out my job in the usual manner and in coordination with the EC.
Unfortunately, I also have to address things that have caught my attention this year and are not necessarily beneficial for the ECSA. I would like to provide further details and specify on this under points 6, 11, and 12, among others.
Mariusz Roznowicz introduced himself and welcomed ECSA to Wroclaw on behalf of the Director, he confirmed that the Polish pronunciation is preferred to the German intonation!
WK also thanked everyone for coming to the AGM.
AK welcomed Alan O’Mahoney from Ireland to his first meeting.
2. Approval of the Agenda The meeting approved the agenda.
3. Confirmation of Attendance
Apologies received from Werner Thury (Austria), Ivan Hervent (Belgium), Aleca Palekythritou (Cyprus), Winnie Wolf Andersen (Denmark), Nicolai Voronin (Estonia), Mathieu Gigleux (France), Nadine Scholtes (Luxembourg), Latvia, Lithuania, Malta and Turkey were absent. Annex 1 confirms.
4. Minutes of Previous Meetings
Meeting approved the AGM Minutes of 25 October 2024.
The meeting noted the EC meeting summaries, these will be published on the website. ASL reported that the Members Report information will be requested after the meeting.
She reported that an AGM preparatory meeting was held the previous day. We had discussed the concerns that some Member States could not attend this AGM and also the issues of the airport closure affecting the original plans. WK had also researched Warsaw and Gdansk but with costs being so much higher in Warsaw a new date was agreed in Wroclaw
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. Updates on the standing action points below.
09/11: BM reported that he had discussed the Association with Albanian Customs but due to financial pressures on the Administration it is not possible to apply to join ECSA at this stage.
BM also contacted Croatia but no response so far but he is meeting with them again shortly. Also Montenegro but with no representatives attending meetings in the WCO so no progress so far. AK thanked BM for his efforts to introduce new members to ECSA.
JH explained to Mariusz how the benefits of meeting colleagues through ECSA have helped Administrations solve issues at work.
04/19: Brussels 20K – Germany reported an issue with accommodation booked for two German participants, a twin room where one participant did not attend and had to be persuaded to pay the costs. NK reported issues with the Kosice marathon where the hotel will in future ask for payment in advance as they are fully booked for that weekend. All participants will have to book their own places and pay in advance for accommodation. The costs are also rising for the marathon so NK will confirm in her invitation that all participants must book their own accommodation and place at the marathon in future, the next one being 2026.
12/20: AK reported that he is still working on the history of ECSA so we will retain the action point. 04/25:
Discussion about ECSA flags was held at the last EC meeting. We have a number of flags around Member States but new members will require flags and all members would like table flags. As the original supplier is no longer in business, we had to resolve the issues with the individual colours.
The flag is made up of green and red channels and the blue and stars of the EU but differences in the shade (pantones) must be resolved for the new flags. Meeting agreed to preferred colours and font. All Member States will receive new flags once they have been produced.
MP will draw up a corporate guide to the logos for colours and word font. (This is an EC action point).
BM reported that he will look at encouraging Switzerland’s involvement in ECSA as well. All other action points discharged.
6. Event Calendar updates: 2026 and 2027:
No road cycling or futsal will be scheduled for 2026.
Floorball - RSK will check for composite teams and if Member States can borrow equipment for the non-regular players.
20k Brussels - Belgian Customs can no longer support the event and it meant that the 2025 reception had to be organised by the EC members already in attendance and they offer big thanks on behalf of ECSA to BM and his Ambassador for hosting a wonderful reception at their own cost. IH will be asked to confirm if this event has to be removed from the calendar or if he can help with registration of participants at their own costs. BM reported that his Embassy may be able to cover a reception and dinner again if we can get support from IH to enter the event. MP reported that the Customs entries were recorded on the website but no results were recorded.
AK will discuss with IH if any help can be given to ECSA participants to enter the Brussels 20K event at their own cost.
BVV gave the dates for the 4 Day Marches, AK asked if the ballot used this year for the oversubscription of participants would be repeated. BVV does not know at this stage. Maximum of four per country will have to be enforced and entries may be reduced for countries that have been able to enter more than this in the past.
Fitness Week - AK sends out information and only has one office that participates. Other countries, UK, Poland, Netherlands has little interest in this. Sweden regularly has a good response to this initiative. ASL will add Fitness Week to agenda for next EC meeting to how we can encourage interest and participation.
For the Czech running event, JH reported that the fee will be around 120 euros for two nights at the hotel. There is still a lot of financial support from Czechia Customs.
WT has offered a six a side football tournament 21/22 September 2026 at Maria Alm. He has asked the AGM if Member States are interested in taking part. AK will ask him to send an email asking for expressions of interest in taking part before deciding to proceed. AK to assist Austria to send email asking for expressions of interest in a six a side tournament in 2026.
BVV suggested that as soon as a date is set for an event that invitations are issued so that participants can book travel as early as possible to take advantage of lower costs. Guidance asks for invitations to be issued at least six months in advance.
Calendar 2027
BM asked for assistance in preparing a plan for futsal for 2027. He will send an email to all member states asking for expressions of interest. Details should include approximate costs of accommodation and any entry fees. Netherlands and Norway already express an interest verbally. ASL to assist Kosovo to send email asking for expressions of interest in a Futsal tournament in 2027.
Usual events will take place in 2026 and 2027; skiing, running events, table tennis. Marathon will be available to host in 2027. Host for AGM 2027 is also requested.
AK will research if Germany can host a tennis competition. Certainly France and the UK would participate as previous recent hosts.
7. ECSA Website: New Web host and request for input from Member States
BVV referred to appendix D1. He requested any updates to the Administration information be sent to him. There is a new events form that should be completed appendix D2 and sent to BVV to update the website. Meeting agreed to use these forms for events being organised. Reports from events are also welcomed with photos, a maximum of ten would be preferred. All events and reports should be sent to the ECSA email address.
BVV will update the event calendars as agreed at this meeting. AK reported that old reports and photos will be archived. Instagram account to be researched for page owner as per action point from last EC meeting.
JK will be presented the ECSA Medal of Honour for his work as ECSA Webmaster for many years, for which we are very grateful.
8. ECSA Finance
IH is no longer able to accept cash payments for the annual subscription fees but any Administration unable to pay by bank transfer can ask for help from another Member State to transfer the funds.
The Financial Guidelines will be updated. ASL to update the Financial Guidelines to confirm bank transfer only for annual subscription fees.
The bank account and ECSA official address are now in Luxembourg.
AGM agreed to purchase new pins, cloth badges and lanyards to present to participants and dignitaries.
ASL reported that the EC approved a relaxation of the subvention guidelines to allow for trophies and for new events, 10 per foreign participant for mementoes.
Meeting approved the Accounts for 2024/25.
Meeting agreed to proposed rule change on urgent decision making.
AP 06/26: ASL to update the ECSA Rules to confirm EC is permitted to make urgent decisions on behalf of ECSA.
The introduction of conference fees or ECSA registration fees will help organisers to share cost burden at events and the AGM.
AK wis organising tenpin bowling Leipzig approved subvention for €100 for trophies and €10 per foreign participant total of €260. Meeting agreed.
ASL also requested subvention of €100 for trophies and up to €300 for foreign participants for the ECSA Golf 2026. Meeting agreed.
JH requested €100 for Teplice 2026 for trophies. He may not need any financial help but is applying in case. Meeting agreed.
RK also mentioned that if the fishing competition is organised, a subvention would be welcomed.
AP suggested that the approval of subventions should delegated and meeting agreed that the EC should be able to make these decisions on behalf of ECSA.
9. Executive Committee Elections and Succession Planning
Acting President AK reported that ASL is finishing her second term and would be willing to stand for a third and final time. AK has taken the Presidents’ role for one year to give JH a rest from the role. JH is willing to stand again for one more term of office. Meeting agreed. ASL and JH will be elected for four years.
Chairman Jan Hlinka Czech Republic 2026 – 2029 24/10/2025
Vice Chairman Andreas Krueckeberg Germany 2024 – 2027 27/10/2023
Treasurer Ivan Hervent Belgium 2024 – 2027 27/10/2023
Secretary Andrea Scott Lewis United Kingdom 2026 – 2029 24/10/2025**
Member Marco Paladino Italy 2023 – 2026 27/10/2023*
Member Alexander Plumeyer Sweden 2024 – 2027 27/10/2023
Member Benno Vervoorn Netherlands 2025 – 2028 24/10/2025*
Auditor Nora Kacaniova Slovakia 2024 – 2027 27/10/2023
Auditor Winnie Wolf Andersen Denmark 2024 – 2027 27/10/2023
*MP and BVV elected one year late, should have been 2022 and 2024
**ASL third and final term
ECSA needs to look at succession planning. ASL and AK will be retiring in the next four years and JH will step down as President but no one is stepping forward to join the EC to ensure the continued success of ECSA.
Members are welcome to observe at an EC meeting or be coopted onto the EC and also Officers can be additional delegates (in a non-voting capacity) to the Representative Member as has been in the past.
BVV should have been re-elected in 2024 and he agreed to continue. Meeting agreed and he is elected for 2025 to 2028.
Election chart now updated
10. Fitness Week and Strava Awards
BVV reported that a large number of the registered Strava runners are from the Netherlands so suggested that the random selection should be checked to make sure that not all three are from the Netherlands. €70, €50 and €30 euros. Selection made successfully first time.
1. Paco Biermans (70 euros)
2. Janne Kalio (50 euros)
3. Dennis van Driessen (30 euros)
11. Any Other Business: Includes application for ECSA membership from Portugal.
AK reported that Portugal have applied for membership of ECSA (appendix F refers). Meeting agreed unanimously and welcomed Portugal to the ECSA family.
AK asked about continuing enthusiasm for ECSA. The EC believes that it is very important to be transporting the idea of ECSA in your country and to share the message of ECSA as the only sports association around Europe.
MP suggested using the official email address for EC communications. The meeting thanked our host for the great arrangements.
JH reported it as a big honour to be elected as President of ECSA again and thanks to the meeting for the trust placed in him. We are relying on everyone to progress the interests of our European colleagues. Again he echoes the words to WK for all of her efforts to get the AGM organised successfully. WK confirmed that she is stubborn and wanted to get the AGM here and is happy to succeed, she is very proud of her country and asked that we take the opportunity to visit again in the future.
Date and venue of next meeting.
The Executive Committee will meet in Spring and summer 2026. AGM venue confirmed as Gothenburg, Sweden October 2nd or 9th 2026.
AK requested that all Member States consider being future organisers of meetings or AGMs, we don’t need five-star hotels, clean and comfortable is sufficient. Easily accessible is key, close to airports and transport.
There being no further business, the meeting closed at 15.30.
Andrea Scott-Lewis ECSA Secretary
23 October 2025