LEDFC AGM August 2026 - minutes
Little Eaton Diamonds FC
Organisation ID: 73080
2025/26 AGM
Agenda:
Chairperson’s welcome / apologies
Notes/actions from previous AGM
Chairperson’s report season 2025/26
Annual accounts
Election/re-election of Committee
Player registration review
Chairperson’s welcome / apologies
Thank you for taking the time to join us in reflecting on our last year and planning our next year together as a club.
The purpose of tonight is to highlight the progress and achievements of the club over the last 12 months, elect the committee for the following year and make any changes to our constitution.
Notes/actions from previous AGM
Accreditation successful as 2-star club. Progress continues to achieve 3-star status.
Chairperson’s report season 2025/26
The 2025/26 season has seen continued growth of the club, on and off the pitch. The season saw us compete across 3 leagues with 21 teams.
DGLL – 7
DJFL – 9
DCFL – 5
23% increase in number of teams YoY and 26/27 season will see a further 10% increase.
312 and counting registered players 26/27 season.
Annual accounts – Simon Clark/Matt Watson
Election of Officers and Management Committee.
All committee members in the below section ‘Election/re-election of Committee’ were elected without objection.
Election/re-election of Committee
*Chair – Jamie Barlow
Treasurer – Simon Clark
Deputy Treasurer – Matt Watson
Club Secretary – Chad Potter
Child Welfare Officer – Mat Derbyshire
Kit/Equipment Manager – Dave Woolley
Social Media Manager – TBC
Event Manager – Anna Campbell
*DGLL Secretary – Nick Brown
DJFL Secretary – Brett Gerrard
DCFL Secretary – Chad Potter.
*New personnel
AGM minutes
Committee changes
All attendees would like to thank Jamie Barlow for stepping into the Chair role. It is very much appreciated and was accepted unanimously.
Nick Brown also steps into the role of DGLL Secretary with thanks and appreciation.
Player registration requirements
All teams are required to have the minimum number of players (5 for 5 a side, 7 for 7 a side and so on) fully registered by August 31st.
Coach requirements – those that need to update/re-certify their Safeguarding and/or Emergency Aid have been contacted and are urged to complete ASAP to avoid any team suspensions/fines. Mat Derbyshire has been in contact with all that require re-certification and these should be acted on ASAP to save any team suspensions.
Affiliation - all 23 teams are registered and affiliated with their designated leagues. All insurance and league policies are up to date and in place for the 2026/27 season.
Derbyshire FA 3v3
U7 this season see the introduction of the FA FutureFit approach. Derbyshire FA will be organising this age group with sessions on Sundays at Racecourse Hub.
A season start meeting is scheduled for Thursday 27th August to finalise details.
DJFL
Season start – Sunday Sept 6th, 2026
Season end – No later than Sunday May 25th, 2026
Closed weekend – Sunday 28th Dec, 2025 and Sun 5th Apr, 2026.
Venues
U8s – Lees Brook School 3G
U9s – Racecourse Hub 3G
U10s – Racecourse Hub 3G
U11s – Racecourse Grass
U12s – Racecourse Grass
U13s – Racecourse Grass
DGLL
Earliest Start Youth 12th September 2027.
Last Date for Games 31st May 2027.
DCFL
Season start – Sept 5th and 6th, 2026
Season end – No later than Sunday May 25th, 2027
Fixture to be confirmed by club officials and no longer needs to be secretary .
5 days notice needed for match details for home games by home team.
Acknowledge 3 day before game by away team.
Blank match days are to be booked off if needed as matches may be added last minute ( 5 days notice) - do not wait!
Two blank weekend requests per team.
ID checks are mandatory, team officials responsible
Ref fees
£45 u18
£40 u16/u15
£35 u14
Rule change - all teams play with size 5 balls.
Child Welfare update
1. Our safeguarding commitment
As we prepare for the forthcoming football season, the welfare and safeguarding of every child and young person remains the club’s highest priority.
Everyone involved in the club has a responsibility to help ensure that football is a safe, positive, inclusive and enjoyable environment for children and young people.
For safeguarding purposes, a child is anyone under the age of 18. This therefore applies across all our youth teams, from U7 through to U18, including training, matches, tournaments, travel, social activities and online/digital communication.
Safeguarding is not solely the responsibility of the Club Welfare Officer. Coaches, managers, assistants, committee members, parents and volunteers all have an important role to play.
2. Coaches and managers – your responsibilities
All coaches and managers should:
* Put children’s safety, welfare and wellbeing before football results or performance.
* Treat every player with dignity, respect and fairness.
* Maintain appropriate professional boundaries with children and young people.
* Never use humiliating, threatening, abusive or discriminatory language.
* Never tolerate bullying, harassment, intimidation or discriminatory behaviour.
* Be alert to changes in a child’s behaviour, appearance, mood or participation.
* Listen to children and take concerns seriously.
* Report safeguarding concerns promptly rather than attempting to investigate them yourself.
* Ensure children are appropriately supervised before, during and after football activities.
* Follow the club’s safeguarding, health and safety, conduct and emergency procedures.
* Make sure parents/carers know how to raise a concern with the club.
* Avoid situations where an adult is unnecessarily alone with a child.
* Maintain appropriate boundaries when communicating with players.
The FA emphasises that children have the right to feel safe both online and offline, to have appropriate boundaries and healthy relationships, and not to experience bullying, harassment, intimidation or discrimination.
3. DBS checks and safeguarding qualifications
Anyone undertaking an eligible role involving under-18s must meet the applicable FA safeguarding and safer-recruitment requirements.
In particular, eligible coaches, managers, first-aiders and other club-based individuals working with under-18s require an FA-accepted Enhanced DBS. Newly appointed eligible individuals must have the appropriate FA-accepted DBS before working unsupervised with children and young people. No DBS - no coaching, simple. Even more the reason to ensure they are renewed on time.
All coaches and managers should also ensure that their required FA Safeguarding Children qualification remains in date. The FA currently states that the qualification is valid for two years and recommends regular refreshing of safeguarding knowledge.
I as Club Welfare Officer will continue to monitor the club’s safeguarding records and work with team officials and the County FA where necessary.
4. If a child tells you something concerning
If a player discloses something to you:
1. Stay calm and listen.
2. Allow the child to speak in their own words.
3. Take what they say seriously.
4. Do not promise to keep it secret.
5. Do not ask leading or investigative questions.
6. Do not confront an alleged perpetrator.
7. Record the relevant information accurately, including the child’s words where possible.
8. Report the concern immediately through the club’s safeguarding procedure and to the Club Welfare Officer.
Do not investigate the allegation yourself.
If a child is in immediate danger or there is an emergency, the appropriate emergency services should be contacted. The FA states that safeguarding concerns can be referred through the club, league or County FA Designated Safeguarding Officer.
5. Communication with players
Communication with children and young people must remain appropriate, transparent and professional.
Coaches and managers should:
* Use approved club/team communication channels wherever possible.
* Keep parents/carers appropriately informed.
* Avoid unnecessary private one-to-one messaging with young players.
* Avoid inappropriate conversations, jokes, images, emojis or language.
* Never use communication to develop inappropriate personal relationships with players.
* Never ask players to keep communications secret from parents/carers or the club.
* Remember that messages, photographs and social-media activity can form part of a safeguarding concern.
The FA provides specific guidance covering digital communications, social media and communication with under-18s.
6. Photography, video and social media
Before photographing or filming children, coaches and team officials must follow the club’s photography and consent arrangements.
Particular care should be taken with:
* Team photographs.
* Match photographs.
* Videos of training and matches.
* Player names and personal information.
* Social-media posts.
* Live streaming.
* Sharing photographs in WhatsApp or other messaging groups.
Do not post images or personal information about children through personal accounts or unofficial channels without the appropriate consent and club approval.
The FA has specific photography and digital-communication guidance which the club will follow.
Particular care is required with younger age groups.
Physical contact should always be appropriate, necessary, proportionate and in the child’s best interests. Coaches should avoid unnecessary physical contact and must never use physical contact as punishment or intimidation.
The FA provides dedicated guidance covering physical contact with young people and changing rooms and showering facilities.
8. Bullying, discrimination and unacceptable behaviour
There is no place in our club for bullying or discriminatory behaviour.
This includes behaviour relating to, among other things:
* Race or ethnicity.
* Religion or belief.
* Disability.
* Sex or gender.
* Sexual orientation.
* Gender reassignment.
* Age.
* Pregnancy or maternity.
* Any other protected or personal characteristic.
Bullying can take place face-to-face, on the football pitch, in changing areas, through team messaging groups, social media or online gaming.
Coaches and managers must not dismiss incidents as simply “banter” where a child is being made to feel uncomfortable, intimidated, excluded or unsafe.
Concerns should be reported to the Club Welfare Officer.
9. U7–U10: particular considerations
Our youngest players require additional care and supervision.
For these age groups, coaches should pay particular attention to:
* Clear and appropriate supervision.
* Safe collection and handover arrangements.
* Toilet and changing-room arrangements.
* Children becoming distressed or separated from parents/carers.
* Appropriate communication with parents/carers.
* Making football enjoyable rather than excessively competitive.
* Recognising that young children may have difficulty explaining concerns.
* Ensuring that volunteers understand their safeguarding responsibilities.
The FA has specifically recognised the additional safeguards required for younger children and, for the 2026/27 season, has introduced the Play Phase terminology for affiliated U6 activity involving children aged 4 and 5.
10. U11–U14: developing independence
As children become more independent, adults should continue to provide appropriate supervision and boundaries.
Coaches should be alert to:
* Bullying and peer pressure.
* Online behaviour and team WhatsApp/social-media groups.
* Changes in behaviour or attendance.
* Anxiety surrounding selection or playing time.
* Excessive pressure to perform.
* Body image and confidence issues.
* Discriminatory or sexualised language.
* Inappropriate adult/player relationships.
Children should know that they can approach a trusted adult if something does not feel right.
11. U15–U18: safeguarding older young people
Older teenagers remain children for safeguarding purposes until they reach 18.
Coaches and managers should remember that increased maturity does not remove the need for safeguarding.
Particular attention should be paid to:
* Appropriate adult/young-person boundaries.
* Online communication.
* Sexualised language and behaviour.
* Bullying and harassment.
* Discrimination.
* Mental wellbeing and pressure.
* Transition into adult/open-age football.
* Appropriate use of changing rooms and facilities.
* Alcohol, drugs or other risk-taking behaviour where relevant.
* Relationships involving adults in positions of trust.
The FA specifically recognises the safeguarding needs of 16- and 17-year-olds and provides guidance for young people moving into adult football.
12. Parents and spectators
Safeguarding also applies to the behaviour of parents, carers and spectators.
We expect everyone supporting the club to:
* Encourage rather than pressure children.
* Respect coaches, referees, opponents and other families.
* Never verbally abuse or intimidate players.
* Never enter into confrontational behaviour with children.
* Avoid coaching from the touchline.
* Report concerns through the appropriate club process.
* Remember that children’s enjoyment and wellbeing come before winning.
Coaches and managers should report persistent inappropriate spectator behaviour to the Club Welfare Officer and/or appropriate club officials.
13. First aid, injuries and medical information
Each team must follow the club’s arrangements for first aid and medical emergencies.
Team officials should know:
* Who the designated first-aider is.
* Where the first-aid equipment is located.
* The emergency procedure for the venue.
* How to summon emergency assistance.
* Relevant medical information supplied by parents/carers.
* The procedure for dealing with injuries and returning to football.
Medical information must be handled sensitively and only shared with those who genuinely need it for the child’s safety and care.
14. Safeguarding during travel, tournaments and away fixtures
Additional planning is required for tournaments, trips and overnight activities.
Before travelling, team officials should ensure that:
* Appropriate supervision is arranged.
* Parent/carer consent and emergency contact information are available.
* Accommodation arrangements are appropriate.
* Transport arrangements are safe.
* Safeguarding responsibilities are clearly allocated.
* Children know who they can approach if they have a concern.
The FA provides specific guidance for travel, trips and tournaments.
15. Club safeguarding requirements for 2026/27
I as Club Welfare Officer will therefore work with the committee and team officials to ensure that:
* Safeguarding records are kept up to date.
* Relevant DBS checks are monitored.
* Required safeguarding training is monitored.
* Concerns are appropriately recorded and referred.
* Club policies are communicated to volunteers and parents/carers.
* The club’s safeguarding procedures remain accessible.
* Individuals who leave the club are removed from relevant records.
* New volunteers are appropriately recruited and checked.
The FA’s Online Safeguarding Service allows welfare officers to monitor DBS/CRC and safeguarding training information and maintain club records.
16. Our culture for the new season
The message for 2026/27 is simple:
Safeguarding is everyone’s responsibility.
We want every child who comes through our doors to feel:
* Safe.
* Welcome.
* Respected.
* Included.
* Listened to.
* Able to speak up.
* Free from bullying and discrimination.
* Able to enjoy football without inappropriate pressure.
Winning matches is important to competitive football, but the welfare of the child always comes first.
If you are unsure whether something is a safeguarding concern, please speak me. It is better to raise a concern and seek advice than to ignore something that does not feel right.
17. Action required from all team officials before the season
All coaches, managers and assistants are asked to confirm that they have:
* Read and understood the club safeguarding policy.
* Read this safeguarding update.
* Checked that their required FA safeguarding qualification is current.
* Checked their DBS status where applicable.
* Read and understood the club’s reporting procedure.
* Familiarised themselves with emergency and first-aid arrangements.
* Understood the club’s communication and social-media expectations.
* Understood the club’s photography/filming requirements.
* Understood the arrangements for changing rooms and supervision.
* Agreed to uphold the club’s code of conduct.
* Agreed to put children’s welfare before football performance.
18. Reporting a concern
Any safeguarding concern should be raised promptly through the appropriate safeguarding route.
The FA advises that concerns can be referred through the club, league or County FA safeguarding arrangements.
Final message
Thank you to all of our coaches, managers, volunteers, committee members and parents/carers for the time and commitment you give to our young players.
By working together and maintaining high standards of behaviour, recruitment, supervision, communication and reporting, we can make sure that the 2026/27 season is a safe, positive and enjoyable football experience for every child from U7 through to U18.
Please remember: if you see something, hear something or are concerned about something – speak.
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