WILTSHIRE COUNTY POOL ASSOCIATION CONSTITUTION 2014
1.1 The name of the Association shall be the Wiltshire County Pool Association, hereafter called the Association. This version of the Constitution replaces any previous Constitution or version thereof drafted or finalised for the Association, and shall remain in force until such time that the Association Committee approves a further revision to this constitution or a replacement.
1.2 The Association is formed for the purpose of promoting the game of Pool amongst all playing members within Wiltshire, to organise appropriate methods of competitions, to select true Wiltshire County Pool Teams, to negotiate sponsorship for the game, and to standardise playing rules. The Wiltshire County Pool teams fielded by the Association shall be the only true Wiltshire County Pool teams recognised by Region Five and the English Pool Association (EPA).
1.3 The Association will be organised to run in accordance with the EPA Constitution, and will be subject to, and comply with, any decisions of EPA General Meetings and National Committee Meetings. The Association will also be subject to, and comply with, any decisions of EPA Region Five Meetings.
1.4 Any alterations to the Constitution can only be done at an Annual General Meeting (AGM) or Emergency General Meeting (EGM) of the Association.
2.1 The Association shall elect an Association Committee, hereafter called the Committee, to manage all business appertaining to the Association. Committee members can only be elected or re-elected at the AGM of the Association, and cannot be replaced by vote or otherwise between AGMs except by resignation and subsequent replacement by vote at EGM of the Association. Only fully registered and paid up members of the Association, Committee and/or Wiltshire County Pool Teams who have played, or been present at and unable to play, 7 or more county matches in the current season shall be eligible to vote regarding the election or re-election of Committee members. Regarding the voting of team Captains, the eligible male players (and the Committee) vote on the Mens’ Captains, and the eligible female players (and the Committee) vote on the Ladies’ Captain. There are to be no votes by proxy for non-Committee members and only those present are allowed to vote. The Committee members only have one vote each, with the Chairman having the casting vote.
2.2 The only officers that shall be members of the Committee are as follows: Chairman, Vice Chairman, Secretary, Treasurer, Fixtures Secretary, ‘A’ Team Captain, ‘B’ Team Captain, Ladies’ Team Captain, Youth Team Captain and Affiliated Pool Leagues (1 vote each). For clarification: the Sunday Night league (which belongs to Wiltshire County Pool) and is run by the Fixtures Secretary, therefore needs no vote.
2.3 The representatives of Wiltshire’s EPA-affiliated pool leagues are members of the Committee only if their affiliation fees for the current season have been fully paid. The Chairman, Secretary and Treasurer are permanent officers of the Committee, and can also be representatives of one or more of Wiltshire’s EPA-affiliated pool leagues.
2.4 All members of the Committee will hold office for the period between Association AGMs.
2.5 All current members of the Committee (except affiliated league representatives) will be eligible to stand for re-election at each AGM. Nominations for Committee positions must be made in writing to the Secretary and received 14 days before the AGM. Anyone can stand for a position on the Committee as long as the above rule is adhered to, however they must become a fully paid up member of the Wiltshire County Pool Team for the season they are representing. This is a pool player that holds EPA registration with the Wiltshire County Pool Teams.
2.6 The Committee and only the Committee may appoint any member from the incumbent Committee to fill any officer position that may become available during the year. The person seconded into the officer position will only be acting in that position until the next AGM or EGM of the Association.
2.7 The Committee shall have full authority to make any decision at an AGM or EGM that, in their opinion, is deemed necessary or beneficial to its’ Association members. All decisions shall be reached by vote, and each vote shall be restricted to the permanent and co-opted members of the Committee, as listed in 2.2 above. The Vice Chairman, Secretary, Treasurer, ‘A’ Team Captain, ‘B’ Team Captain, Ladies Team Captain, Youth Team Captain and Fixtures Secretary of the Association are entitled to one vote each; these permanent and co- opted members of the Committee shall not hold two votes even if they are also league officials or nominated representatives of one or more of Wiltshire’s EPA affiliated Pool leagues. The Chairman has a casting vote only.
2.8 The Committee shall have the right to alter or amend any fixture or advertisement that they decide necessary.
2.9 No officer, member or player from another County’s Association Committee, Association, Organisation, Federation or Pool teams may hold a position on the Committee, or vote at an Association meeting, AGM or EGM.
2.10 The Chairman and the Treasurer will be entered on the bank mandate and both parties must sign all cheques. A third person may be added to the mandate at the discretion of the Chairman and Treasurer.
2.11 The Treasurer will provide a balance sheet covering all activities relevant to Wiltshire County Pool at each Committee AGM.
2.12 The Treasurer will check all income and expenditure receipts, and will observe proper banking procedures.
2.13 All members of the Wiltshire County Pool teams should endeavour at all times to play and behave to rules supplied by the Committee.
2.14 Each member of the Committee shall read and sign the Committee Responsibilities document and adhere to the duties listed. These duties can be amended at any time by the Committee.
3.1 Membership of the Committee will only be open to Wiltshire County Pool team players that are registered and fully paid up with respect to the Wiltshire County Pool Teams for the current season, subject to being voted in as an officer at an AGM. Pool players and league officials that are registered and fully paid up in one of Wiltshire’s EPA-affiliated pool leagues can only become members of the Committee if they are also registered and fully paid up members of the Wiltshire County Pool Teams for the current season. The current season for the purposes described here is the period between Committee AGMs.
3.2 The Committee reserves the right to refuse membership of the Association, Committee or Wiltshire County Pool Teams to any individual, if for any reason they consider that granting of membership would be detrimental to the Association, Committee or Wiltshire County Pool Teams. Any decision taken by the Committee to refuse membership of the Association, Committee or Wiltshire County Pool Teams for a length of time specified by the Committee shall be final.
3.3 Players playing on an unregistered basis for the Wiltshire County Pool Teams must submit to the full registration process including making payment within one full day of playing in their first match.
3.4 The Committee will have the power to request that Region Five and the EPA suspend the playing rights and ID/ Registration card of an individual who administers or plays in an event that is believed to be in direct competition with the EPA, or behaves in a manner detrimental to the interests of the Association, until such time that any disciplinary procedures are completed.
3.5 All players in membership of the Association, Committee and/or Wiltshire County Pool Teams shall pay the annual subscription, agreed at the AGM each year.
3.6 The annual subscription will be due at the commencement of the annual Pool trial.
3.7 Any member not paying their subscriptions at the commencement of the annual trial may be deemed ineligible to trial for or play County Pool, may be deemed to have resigned their membership of the Association and the Wiltshire County Pool Teams, and may be refused all benefits of the Association.
3.8 All monies held by the Association shall be used for the Association.
4 ANNUAL/EMERGENCY GENERAL MEETINGS AND COMMITTEE MEETINGS
4.1 The AGM of the Association will take place in December or January of each year. EGM’s can take place at any time. AGM’s and EGM’s can only be called by the incumbent Chairman or Secretary. An AGM can only take place once the 14-day period for currently registered and fully paid up members of the Wiltshire County Pool Teams to register an intention to stand for an Committee officer position has expired (see 2.5 above). All players must be notified in writing.
4.2 All motions, decisions and discussion points to be raised, discussed or voted on at an AGM must be submitted to the Secretary in writing 14 days before the AGM. The Chairman or Secretary will notify the date of an AGM at least 28 days in advance, the venue will be decided by the Committee and is not subject to this 28-day restriction regarding notification.
4.3 Only members of the Wiltshire County Pool Teams that are registered and fully paid up for the current season and anyone standing for a position are allowed to attend the AGM and EGM’s of the Association, plus the Committee members themselves. The current season for the purposes described here is the period between Committee AGMs. Venue managers are not permitted to attend any meeting in line with Region Five policy, unless a venue manager is also a registered and fully paid up member of the Wiltshire County Pool Teams or an Association member. The quorum that must be satisfied before any Committee EGM or AGM can take place is four currently incumbent Committee members that are registered and fully paid up members of the Wiltshire County Pool Teams.
4.4 Voting procedure at any Association AGM and EGM is described in 2.7 above. All decisions appertaining to the interests of the Association can only be taken by the Committee in the manner described in 2.7 above.
4.5 At an Association AGM or EGM, any member of the Association may require the Committee to give a full account of any action taken by the Committee.
5.1 The Committee reserves the right to suspend, fine or expel any member of the Association, Committee or Wiltshire County Pool Teams or associated leagues for any breach of the rules, or any rules that the Committee makes at any future time, or for any act deemed by the Committee to have brought the Association, Committee, Wiltshire County Pool teams and/or affiliated leagues into disrepute.
5.2 Any member of the Association, Committee or Wiltshire County Pool Teams and/or affiliated leagues expelled or suspended will not be allowed to enter a competition organised by the Association, until re-admitted by a vote of the Committee.
5.3 If a member of the Wiltshire County Pool team and/or affiliated leagues is suspended or expelled by the Committee, then their name, address and reason for suspension/expulsion must be forwarded to Region Five.
5.4 Any member of the Wiltshire County Pool Association and/or affiliated leagues that is suspended or expelled by the Committee will forfeit the whole of any subscriptions paid for the current year, and any right or entitlement formally accorded to them as members of the Association, Committee, Wiltshire County Pool Teams and/or affiliated leagues.
5.5 A player suspended or expelled from an EPA affiliated Pool league can first appeal to the league who suspended them. If the appeal fails, the player may then request the Committee to hear their case. If the Committee should then reject their case, then that decision will be final. As the Sunday Night league is owned by Wiltshire County Pool Association, the appeal will be heard directly by the Wiltshire County Pool Association Committee. Any decision made at that meeting will be final.
5.6 The Committee recognises and adopts the current EPA County dress code for all County Pool matches, and will permit random drug testing of any player as and when required.
6.1 The Committee will encourage the training of players in World 8-Ball Pool rules so that they may play and referee to the highest possible standards.
6.2 It is the responsibility of the English Pool Referees’ Association to organise and schedule any official referees’ exam aimed at making members of the Association, Committee or Wiltshire County Pool Teams qualified referees. The satisfaction of any Region Five refereeing or player teaching requirement is dependent upon the EPRA organising and scheduling referee exams at the request of the Committee.