East Yorkshire County Pool Association

Constitution 

MISSION STATEMENT

....To have the best County and Interleague Pool teams in our Region and to have the most inclusive, innovative, well-run Committee with honest, fair-minded, dedicated members all working together as one with the common goal of making East Yorkshire pool the best that it can be in all aspects of the game and its administration....for the players....

RULES

1.       The organisation is to be called the “East Yorkshire County Pool Association” (hereafter referred to as “The Association”). It is formed for the purposes of promoting the game of pool amongst all players within the affiliated leagues of East Yorkshire .

2.       The Association will proceed in accordance with the E.P.A. and will be subject to comply with any decision made by the E.P.A.

3.       The Association will run without prejudice to nationality, race, colour, creed, religious or political persuasion, gender, sexual orientation, personal prejudice or discrimination of any kind.

4.       The Association shall elect a committee to organise, run and conduct any business they deem to be necessary for the benefit of the Association and report any action taken at the next full meeting. The Executive Committee has the right in exceptional circumstances to make decisions on behalf of the Association which they deem to be fair to all parties within the Association.  All members of the Executive Committee must have a vote on such matters.  No abstentions allowed.

5.       The “Executive Committee” shall consist of the elected officers namely: - Chairperson, Vice Chairperson, County Secretary , Treasurer, Interleague Secretary and County Team Manager(s).

6.       The “Committee” shall consist of: The Executive committee plus the League secretaries or representative of the Leagues affiliated to the Association. In addition to this, the Association, at its discretion, may also appoint a Senior Referee, a Junior Team Organiser, an EYCPA Internet Officer and a Regional Meetings Delegate, all of whom would be entitled to attend Association Meetings but would not be entitled to a vote. At Association meetings, all committee members shall have one vote on any item raised, with the exception of the Chairperson who will only have a deciding vote in the event of a tie. The delegates shall attend the EYCPA meetings and report back to their leagues/players all matters discussed and also bring to the attention of the Committee any item or query their leagues/players requires to be raised.

7.       The Executive Committee will be elected at the A.G.M.  The affiliated League Secretaries or representatives will vote in the Executive Committee. 

8.       League Secretaries must nominate their representative to the County Secretary no later than 24 hours prior to any meeting. If this is not done, the Association reserve the right to exclude the representative from the meeting.

9.       Executive Committee members must be current E.P.A. registration card holders.

10.  If an Executive Committee position(s) should become vacant between A.G.Ms, the Committee shall have the power to fill this position(s) from amongst its members until the next A.G.M.

11.  The Association constitution can only be changed at an A.G.M. or an E.O.G.M.

12.  All Association meetings will be closed meetings with the exception of the A.G.M.

E.O.G.M. (Extraordinary General Meeting)

13.  An E.O.G.M may be called where it is deemed necessary to change or add to the constitution.

14.  Any member of the Committee may request an E.O.G.M, however, 60% of the Committee must be in favour of holding an E.O.G.M.

15.  Where possible all Committee members should be given at least two weeks (14 days) notice of an E.O.G.M.

16.  All proposals for an E.O.G.M. should be submitted to the County Secretary in writing one week (7 days) prior to the meeting.

17.  Minutes will be sent out to all Committee members and Region 1 Director within two (2) weeks of the meeting being held.

E.G.M. (Emergency General Meeting)

18.  An EGM may be called where it is deemed necessary to discuss urgent and pressing matters at short notice. Constitution may not be modified at an E.G.M.

19.  Any member of the Committee may request an E.G.M, however, 60% of the Committee must be in favour of holding an E.G.M.

20.  Where possible all Committee members should be given at least two weeks (14 days) notice of an E.G.M

21.  All proposals for an E.G.M. should be submitted to the County Secretary in writing one week (7 days) prior to the meeting.

22.  Minutes will be sent out to all Committee members and Region 1 Director within two (2) weeks of the meeting being held.

A.G.M. (Annual General Meeting)

23.  The A.G.M. will take place at the end of the County season, prior to County trials (Nov/Dec/Jan).

24.  Only League Secretaries or representatives will be allowed to propose or second nominations for elected positions.

25.  Proposals for the agenda for the A.G.M. must be received in writing by the County Secretary one week (7 days) prior to the A.G.M.

26.  Any member of the Committee may submit proposals for consideration.

27.  The Agenda will be sent out to all members of the Committee 5 days prior to the date of the A.G.M.

28.  The Executive Committee and fully paid up affiliated League Secretaries or representatives (all cheques must be cleared through the bank one week (7 days) prior to the A.G.M) are entitled to a vote (except voting on the election of the Executive Committee, on which only the League Secretaries or their representatives will have a vote).

29.  The Chairperson or Vice-chairperson will chair the meeting until the full Executive Committee has been elected at such time the new Chairperson will take over.

30.  The first items on the agenda will be the reading of the minutes, matters arising and reports of any such thing of the previous A.G.M, the Secretary’s report and Treasurer’s report.

31.  The second item on the agenda will be the election of the Executive Committee, on which only the League Secretaries or their representatives will have a vote.

·         Prospective members to be nominated must be previously informed of intended nominations by the proposer.

·         Prospective members accepting nominations must be aware of the requirements of the position and equip themselves as much as possible to take up their new responsibility.

·         Present Executive Committee members will automatically stand as nominees for their existing positions alongside any new nominees, unless they have submitted their resignation.

·         If an existing Executive Committee member intends to stand for a new position then they must be nominated for that position.

32.  Upon the completion of the election of the Executive Committee, the new Executive Committee members will take up their positions and will be entitled to vote alongside the League Secretaries or their representatives.

33.  Any amendments to the constitution should be made at this point.

34.  Minutes will be sent out to all Committee members and Region 1 Director within two (2) weeks of the meeting being held.

O.G.M (Ordinary Committee Meeting)

35.  Association business must be notified to the County Secretary one week (7 days) prior to the meeting. To be held on home County Matches where possible or as per the calendar decided at the AGM.

36.  All members of the Committee should attend meetings whenever possible. In the case of intended absence, the Secretary should receive apologies from Committee members no later than one week (7 days) prior to the meeting, except in extenuating circumstances.

·         If the Secretary has not received apologies from an Executive Committee member on two consecutive occasions, that member will be assumed to have resigned.

·         Executive Committee members cannot be represented by another person.

37.  Agenda for ordinary meetings will generally be sent out 5 days prior to the meeting.

38.  Two-thirds of the Executive Committee members (making a minimum total of 4 Executive Committee members) is a compulsory requirement to form a quorum.

39.  A quorum to constitute the meeting and conduct the business of the Association shall be the number of Executive Committee members present at the commencement of the meeting.  Therefore Executive Committee members must inform the Committee that they will not be able to attend the full committee meeting and the most important business (i.e. any business to be voted upon) will be brought forward to the beginning of the meeting.

40.  A member attending a meeting should be prepared to remain for the duration of the meeting.  Should a member wish to leave before the Chairperson has closed the meeting, he/she must ask to be excused by the Chair.  The meeting will still be deemed to have a quorum to conduct business. Another representative at the meeting cannot replace a member or representative leaving a meeting.

41.  If a quorum is not formed within thirty (30) minutes of the specified time of commencement, no business can be decided upon and the meeting will be postponed until a further date.

42.  Committee members should be aware that, other than the final minutes or documented account of a meeting, the private or closed discussion should be treated as confidential and should not go beyond the confines of the meeting.

43.  The Treasurer will give a written Financial report at all ordinary meetings and this should be signed as verified against the bank statement by the County Secretary/Chairperson/Vice-Chairperson.

44.  Minutes will be sent out to all Committee members and Region 1 Director within two (2) weeks of the meeting being held.

Membership

45.  Membership of the Association will be open to all leagues within the East Yorkshire County boundary that meet the criteria and pay the fee. Affiliation to the Association is valid from 1st January up to and including 31st December.

46.  The standard annual membership fee of £50.00 per league will be reviewed annually.

47.  Fees for player I.D cards are £5 each to be payable by the individual, except Retained County players to whom the cards are free of charge.

48.  Leagues affiliating must have a minimum of: -

·         5 teams per League, 5 players per team (except by special dispensation by the EPA).

·         Affiliated Leagues are required to forward, at time of registration a list of players, teams, fixture lists and venues as evidence of active participation.

·         Failure to adhere to the above may result in the offending League not being able to attend or vote at a meeting until the request has been fulfilled.

·         The Executive committee to ensure the leagues meet the criteria of the Association.

49.  The Committee reserves the right to postpone or refuse any application for affiliation or membership to any individual, team or League if for any reason they consider that granting membership may be detrimental to the Association.  The Committee will notify the individual, team or League with an explanation and the individual, team or League will have a right of reply.

50.  The Association funds shall be used for County business only as approved in advance by the Committee.

51.  All cheques to be signed and counter-signed by the Treasurer and either the County Secretary or Chairperson.

52.  All Meetings should be conducted in a professional manner. The Chairperson should be respected in his/her right to call any member to order.

53.  No Committee member shall be subjected to, or expected to suffer or endure, personal abuse, intimidation or victimisation from another, either verbal or otherwise.  Should this happen, the committee has the power to suspend or expel the offending member.

54.  The Committee and all affiliated members must observe and comply with the Constitution and any additional rulebook or guidelines issued by the Association or the EPA.

55.  Any member, team or league is entitled to ask the Association to mediate in any dispute with another member, team or league.

56.  Disciplinary matters or any action which may bring the Association into disrepute will be thoroughly investigated by the Association.

57.  Whilst representing the Association, all members should conduct themselves in an appropriate manner.

58.  The Committee reserves the right to refuse membership, fine, suspend or expel any member, team or league for any reason they deem to be injurious to the Association, any breach of the rules set down by the Association or for any act deemed to have brought the Association into disrepute.  Individuals or teams do have the right of appeal through the EYCPA.  If a team or player(s) are banned, all other affiliated leagues will be notified forthwith.  In extreme cases ID Cards will be suspended where applicable. Any such player, team or league will be afforded every opportunity to defend themselves or explain their conduct either in person or by writing to the Committee.

59.  Any complaints must be put in writing to the County Secretary within two weeks (14 days) of the said event. The committee has the power to extend this time period in exceptional circumstances.

60.  Any member, team or league accused of an offence against the Association will be afforded every opportunity to defend themselves or explain their conduct either in writing or to the Committee in person. Any person found to be in breach of this Constitution, any other East Yorkshire Rules or deemed to have brought the Association into disrepute shall have two weeks (14 days) to lodge an appeal in writing to the County Secretary .

61.  No Committee member should speak or act on behalf of the Association without approval of the Committee.

62.  Grounds of “No Confidence” cannot be made on a personal basis and must be substantiated by proof of: -

·         Incompetence

·         Breach of constitution

·         Violation of job description

The Committee must approve these grounds in advance before accepting this motion.

Trials

63.  Trials will be held after the A.G.M.

·         The County Manager will be responsible for running trials.

·         The men’s team will retain the top twelve (12) available players.

·         The ladies team will retain the top 6 available players.

·         The selection will be based on the National ranking points.  Only if the 12^th and 6^th places respectively are held in joint position can more than the said number be retained.

·         Players transferring from one County to another will be positioned according to the previous year’s ranking points at the discretion of the Committee.

Should any issues arise which are not presently or precisely covered in this Constitution, the Executive Committee reserves the right to make a decision in the best interest of the East Yorkshire County Pool Association.