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League Constitution
WHITBURN & DISTRICT POOL LEAGUE CONSTITUTION

1.NAME

1.1 The name of the organisation shall be the Whitburn & District Pool League, hereinafter referred to as ‘the organisation’.

2. OBJECTIVES

2.1 Participation in the sport of 8 ball pool, hereinafter referred to as ‘the game’.

2.2 The organisation, management and development of the game in Whitburn and the surrounding area.

2.3 Promotion and maintenance of the highest standards of technical competence in the game

2.4 Upholding the rules of the game

3. AFFILIATION

3.1 The organisation shall be affiliated to the Scottish Pool Association (SPA).

4. MANAGEMENT

4.1 The committee shall manage the affairs of the organisation on a day to day basis.

4.2 Five committee members shall be elected at an AGM meeting, the breakdown of which is as follows:
(a) Chairman
(b) Secretary
(c) Treasurer
(d) 2 general committee members

4.3 Anyone wishing to be elected into the committee must be proposed by a league member and seconded by another member of the league. If there are two or more people standing for election for any post, a vote shall be held.
In the event of more than 2 people being put forward for more than one post, different rounds of votes are taken and the person with least votes will drop out until there is 1 person left.
Any person who has been put forward for a committee position has to be in attendance at the meeting to represent themselves. The only exception to this would be if a member had approached the committee before the AGM to inform them that they could not attend the meeting but would like to be considered for the committee if proposed and seconded by other members. Such requests would be at the committee’s discretion as special circumstances may be taken into consideration for their absence (e.g. on holiday etc.).

4.4 The League Council shall consist of one representative from each member team and the committee. The team representative must be a signed player of that team. Member teams shall elect their League Council representative in a democratic manner. Their names, addresses and telephone numbers to be registered with the League Secretary at the team registration meeting.

5. MEETINGS

5.1 ANNUAL GENERAL MEETING

5.1.1 An AGM will be held 2 weeks prior to the start of the league season in a venue chosen by the league committee. The season shall run from the registration meeting until the following AGM. All players and teams are said to be registered to the league until the following registration meeting where they are required to renew their membership.

5.1.2 At an AGM each team in the Whitburn & District Pool league has a total of two votes. No proxy or telephone votes shall be permitted at this meeting.

5.1.3 At the AGM all teams wishing to be considered for entry into the Whitburn & District Pool League must have a representative from their team to propose entry. Any new team wishing to enter the league will be subject to a vote from the members of the hall. New teams voted into the league shall then be permitted to take part in any further votes at the AGM. Any team not represented at this meeting by a player from their own team will be refused entry into the league.

5.1.4 The AGM shall begin with reports from the executive committee and the committee shall then carry out any further business for the season before stepping down.

5.1.5 Please refer to point 8.2 below.

5.2 EXTRAORDINARY GENERAL MEETING (EGM)

5.2.1An EGM (Extraordinary General Meeting) may be requested at any point during a league season. The request must be put in writing sealed in an envelope and delivered to a committee member. The request must include the signatures of at least 3 team delegates and/or committee members and must include specific reasons for requesting an EGM.

5.2.2 Changes to the constitution are permitted at an EGM. All changes must be voted on.

5.2.3 Proposed changes to the constitution must be put in writing before the EGM. Any other changes to the constitution cannot be proposed on the date of the EGM.

5.2.4 Any member wishing to have the constitution changed should submit their proposal in writing to the league secretary and put in a sealed envelope and handed to a committee member no later than 1 week from the EGM. There is no fee for proposals. The document should include exactly which part of the constitution that is to change. After a request for an EGM has been made, said EGM shall take place no later than 4 weeks from the date of receipt.

5.2.5 Members shall be given 14 days notice of any EGM

5.2.6 At an EGM each team represented from the Whitburn & District Pool league has a total of two votes. No proxy or telephone votes shall be permitted at this meeting.

5.2.7 In the event of a tied vote the Chairman of the league has the casting vote. In the absence of the Chairman the Secretary shall have the casting vote, then the Treasurer. The majority vote shall be carried in all cases.

5.2.8 If a vote of no confidence in the committee is proposed, seconded and carried then a new committee shall be voted on at the EGM.

5.2.9 Criteria for voting on a new committee are the same as an AGM.

5.2.10 All majority votes made at an EGM are final.

5.3 MONTHLY MEETING

5.3.1 The league shall hold a monthly meeting on the first Monday of each month at 7.30pm in a venue chosen by the committee, unless the members agree another date. Each team must send at least one representative to this meeting. Representatives for teams cannot be playing members of other teams.

5.3.2 Any team who is not represented at the monthly meeting will be subject to a £20 fine. There will be no points deduction for teams missing a monthly meeting.

5.3.3 Teams shall be given until the meeting has been in progress for 15 minutes to attend without punishment.

5.3.4 All teams are advised that any outstanding dues/fines must be paid on or before the following monthly meeting after being issued. Failure to clear any outstanding balance shall result in that team being debt suspended. If a team is debt suspended then all games will be forfeited until outstanding balance is cleared. Any Debt must be paid 48 hours before a match. Any settlement after this time shall still result in the match being forfeited.

5.3.5 Teams who have previously failed to hand their team sheet(s) shall have until the next monthly meeting to hand in their team sheet(s). Failure to bring missing sheet(s) shall result in a forfeit for that match and a further £20 fine. Teams will not be given a points deduction for failure to hand in a team sheet.

5.4 GENERAL MEETING RULES

5.4.1 The majority vote shall be carried in all cases.

5.4.2 In the event of a tied vote the Chairman of the league has the casting vote; if the vote is to install a new Chairman the previous season’s Chairman will have the casting vote (even if he/she is one of the people standing for election). In the Chairman’s absence, the responsibility shall fall to the secretary, then the Treasurer.

5.4.3 In the event of majority voting being carried out, any member may request for a private ballot to take place whilst voting on particular decisions. This request may be granted or dismissed at the committee’s discretion.

5.5 COMMITTEE MEETING RULES

5.5.1 In the case of any votes being carried out at a committee meeting or a disciplinary meeting, each committee member shall be permitted one vote. In the event of a tie, the Chairman has the casting vote, in the event of the Chairman being absent; the Secretary shall have the casting vote and then the Treasurer. Committee members can only vote if they attend the meeting. No proxy or phone votes are allowed.

5.5.2 In the event of a disciplinary complaint being upheld the committee may use one of the following sanctions.

(a) Issue a first and final warning. This warning shall stay on the player(s) record for one calendar year and if any further complaint is made within that time, this shall count against said player(s).
(b) A warning will typically be issued to a player when the committee agrees by majority that a minor infringement has occurred.
(c) Issues the player(s) with a 3-match ban. This action can be used if a player has a warning on record that has not expired or if the committee agree by majority that a moderate infringement has taken place.
(d) Ban the player(s) from playing in the Whitburn & District pool league – the length of ban will be decided by majority decision by the committee and can range from 4 games to a lifetime ban.

5.5.3 If a complaint is made about a member or members of the committee then said member(s) should not be permitted to vote or be present at the time of vote.

5.5.4 If a complaint is made about member(s) of a committee member’s team then said committee is permitted to vote but reminded that they represent the best interest of the league.

5.5.5 If a complaint is made with regards to a draw or fixture that effects a committee members own team, said committee member is permitted to vote but reminded that they represent the best interest of the league.

5.5.6 Players found guilty of an offence will receive notification in person or by letter.

5.5.7 Players who are asked to attend a monthly meeting or disciplinary meeting shall receive notification in person or by letter.

5.5.8 The committee in any issue can take no vote if there are less than 3 committee members present.

5.5.9 If it is not possible for committee to attend disciplinary meetings or if committee members are involved in the complaint, delegates shall be brought in to deal with the complaints.

6. CONSTITUTION

6.1 Any proposed changes to the constitution can only take place at an AGM or an EGM. Changes can be proposed and seconded by members at said meeting. A vote shall then take place.

6.2 Any changes made to the constitution voted on at an AGM or EGM shall come into effect immediately after the vote unless otherwise stated in this document.

7. MEMBERSHIP

7.1 The registration of teams and players shall be carried out at the rules and registration meeting.

7.2 The rules and registration meeting shall take place on a date, time and venue chosen by the league committee at the AGM.

7.4 All teams must pay £10 registration fee for entry into the league. Any new teams shall also be required to pay £30, which is advanced payment on card money. Any teams with venues which were not part of the league in the previous season will be considered ‘new teams’ even where all of that team’s registered players were individually or collectively members of the league in the previous season.

7.5 All other teams must pay £30 card money during or prior to the January meeting.

7.6 The catchment area for the league is currently set as being the area bordered by and including Whitburn, Blackburn, Bathgate, Stoneyburn, Fauldhouse and Harthill.

8. MONEY/FINANCE

8.1 The Whitburn & District Pool League is a non profit making organisation and therefore its predictable income will not exceed its expenditure.

8.2 Agreement on expenditure should be agreed by delegates at the AGM of each season. Team fees etc. should then be priced accordingly to cover these costs.

8.3 All money should be kept in a bank account under the name of the league. This should require 2 committee member signatures to remove money from this account.

8.5 A Treasurer report should be published each month with a summary and final balance produced at the end of each season.

8.6 Any unpredictable income (fines etc.) should be used to cover either replacing trophies which are not replaced regularly (league cup etc.), upgrading trophies or any other use agreed by delegates at a monthly meeting.

8.7 All teams will be given 5 domino cards, 5 team sheets, and league fixtures and contact numbers for all team venues and the league secretary. These will be supplied at the rules and registration meeting.
Teams shall ONLY be issued with 5 domino cards, if anymore are required it is each teams responsibility to obtain them. More team sheets are available for the league secretary at monthly meetings.

9. COMPETITION RULES

9.1 A league match consists of two sets of 6 singles frames. All frames should be completed unless the competition is knock out format. If a knock out match is tied after 12 frames one additional singles match shall decide it. Players can only play once in each set.

9.2 In a match a team can substitute a player prior to their frame commencing. The team sheet must be amended; failure to update the team sheet will lead to a 1-point deduction for the home team.

9.3 All teams must publish match results in the specifically set up thread on the league website (www.whitburn8ball.com) or by text to the League Secretary by the Friday after the match at the latest. The results should be posted in the following format:

Home Team Name v Away Team Name
Player 1 Name v Player 1 Name Score-Score
Player 2 Name v Player 2 Name Score-Score
And so on.
Failure to post results on the website or by text to the League Secretary in the required timescale shall result in a £20 fine. Teams will not receive a points deduction for failure to post their results.

9.4 All paper team sheets should be remitted to the League Secretary at the next available monthly meeting at the latest. Failure to hand in the team sheet shall result in a £20 fine. There will be no point deductions for teams not handing in team sheets.

9.5 Each team shall provide a referee to referee alternate frames.

9.6 If a player has a complaint about a referee’s decision then both team captains shall be consulted. Any other players may also be consulted at the referee’s discretion. The referee’s decision is final.

9.7 A referee must adhere to the rules at all times.

9.8 Players will lag for break in each frame.

9.9 Any time limit should be at the referee’s discretion. A player should have a minimum of 60 seconds per shot. If a referee feels deliberate time wasting is taking place then a 30 second warning is called. If after this has elapsed a shot has not been taken a foul is called. A foul can only be called if the referee has called the 30-second warning first. Referees must make sure players have heard the 30-second warning by clearly announcing the warning TO the players.

9.10 Any team playing an unregistered player will forfeit the match and be deducted 3 points from the competition they are playing in. If said team is no longer involved in specific tournaments out with the league then their points shall be taken from the league table. This shall be the case even if the league has not yet started or has finished. If a team is punished during a competition that does not have points involved (k.o. cup) the point shall be taken off their league total.

9.11 The Whitburn & District pool league shall play to the current Scottish Pool Association rules. Any changes to these rules shall be updated to the members automatically every year at the rules and registration meeting.
Any changes to the rules updated at an AGM or EGM shall come into effect immediately.

9.12 The league fixture list shall be completed by the league secretary and delivered to either a member of each pool team or to each venue prior to the first game of the season.

9.13 All matches should be played on Thursdays but can be altered with consent of both teams. In the event of a match being re-arranged the league secretary must be advised. Failure to advise the secretary of this change shall result in both teams being deducted 1 point from the competition they are currently playing in. If said team is no longer involved in specific tournaments out with the league then their points shall be taken from the league table. This shall be the case even if the league has not yet started or has finished. If a team is punished during a competition that does not have points involved (k.o. cup) the point shall be taken off their league total. If mutual consent is not agreed, the league committee must be contacted to make the final decision on whether the match should be rescheduled.

9.14 If a team has two or more players on international duty at the same time as a scheduled league or cup match, the team can make a request to the league committee for a postponement of their match. This can be done by contacting the league Secretary no later than 7 days before the match in question. The league is reminded that teams should not be weakened unfairly by players representing their country and in true sporting tradition a re-scheduled date should be found if possible. Opposing teams are asked to co-operate sportingly with any request made. If a team has a match postponed for the above reasons and then the league finds out that the team requesting postponement did not have two or more players on international duty on the scheduled match date then the team shall forfeit the match 10-0.

9.15 League matches start at 8pm. If either team does not have any players in the venue for the scheduled time then the match shall be forfeited and said team(s) will have one point deducted from whatever competition they are playing in. If said team is no longer involved in specific tournaments out with the league then their points shall be taken from the league table. This shall be the case even if the league has not yet started. If a team is punished during a competition that does not have points involved (k.o. cup) the point shall be taken off their league total. No punishment shall be given to any team who has the agreement of the league secretary not to attend the match at least 48 hours before the fixture.

9.16 In the event of a forfeit the team who has forfeited the match is considered to have lost all the frames. It is then up to the other team to remit a team sheet with their players names on it to the League Secretary at the next monthly meeting and to post the match result and players names on the website or by text to the League Secretary no later than the Friday after the fixture. Even if the team is the away team a team sheet must still be handed in and the result posted on the website. Failure to do so will result in normal punishment for this offence.

9.17 If a player is not in attendance at the time their game is called a substitute may be used. If no substitutes are available, the frame is forfeited.

9.18 Teams shall use 1 team sheet each during a match. Teams therefore write their team lines out separately then add them to each others sheet. Please note that only one team sheet by the home team needs to be handed in at the next monthly meeting.

9.19 The home team is responsible for the supply of the following equipment:
(a) 1 set of pool balls
(b) 1 triangle for racking
(c) 1 rest
(d) 1 pool table
(e) Set of Rules
Failure to supply an item from the list will cause the entire match to be forfeited.

10. GUIDELINES FOR SIGNING PLAYERS

10.1 Players can only be signed at a any time by contacting the League Secretary. Any team signing a player also has to have the agreement of the player they are signing. Only a representative of a team can sign a player for their team.

10.2 Cost of signing a player is £4.00

10.3 Cost of transferring a player is £5.00

10.4 If a team wishes to transfer another player from within the league they are required to obtain permission from the team that player is registered with.

10.5 In the event of a player being refused to transfer to another team said player can request that the committee review his/her case in which case the committee can make a ruling on whether said player is allowed to transfer team. This will be carried out directly after monthly meeting and there is no fee.

10.6 Players become free agents after the AGM. After this they do not require permission to sign for a new team for the coming season (unless debt suspended).

11. COMPLAINTS PROCEDURE

11.1 Complaints regarding protests or complaints regarding the conduct of individual players/referee’s during a match should be submitted in a letter in a sealed envelope to a committee member no later than 7 days after the incident(s). Depending on the nature of the complaint the committee may use two options:
(a) Deal with the matter after the next monthly meeting making sure all parties have their chance to voice their side of the story. Members involved in such a complaint should be informed of this complaint so they have the chance to reply in writing in case they cannot attend this meeting. This should be submitted to ANY committee member before the meeting date.
(b) Call a committee meeting and invite all parties involved in complaint to submit their version of the story. Members involved in a complaint who cannot make the meeting scheduled by the committee can submit their version of events in writing. This should be submitted to ANY committee member before the meeting.

11.2 If any member does not attend a meeting to answer complaints or does not submit a reply in writing then the complaint shall be upheld and a suitable decision of punishment shall be made by the committee.

11.3 The cost to submit a complaint is £5.00. This must be included in the sealed envelope with the letter and a receipt will be given at the next monthly meeting. If a complaint is upheld the £5.00 shall be refunded.

11.4 If £5.00 is not left in the envelope with the letter of protest/complaint, the committee shall not hear the protest/complaint.

11.5 If a letter of protest/complaint is not sealed in an envelope and delivered to committee member the committee shall not hear the protest/complaint.

11.6 A member not satisfied with punishment handed out by the committee has 7 days from the official decision to submit an appeal. This should be put in writing and sealed in an envelope and submitted to a committee member. This disciplinary decision shall be deemed as final if no such appeal is given in the allocated time.

11.7 All members have the right to appeal a disciplinary decision and shall have their appeal heard by all the league delegates of the league and the committee. The decision of this panel shall be final.

11.8 Complaints regarding a team(s) who have said to bring the league into disrepute must be put in writing and sealed in an envelope and submitted to a committee member within 7 days of the incident. There is no fee for any such complaint. Depending on the nature of the complaint the committee may use two options:
(a) Deal with the complaint at a disciplinary meeting
(b) In the event of more serious complaints the complaints would be dealt with at an EGM if one had been requested and proposed in the proper procedure.

12. DEVELOPMENT COMMITTEE

12.1 The Development Group Sub Committee will be made up of the following office bearers:
(a) Chairman
(b) Secretary
(c) Treasurer
(d) 2 Committee Members

12.2 Election of the Development Group Sub Committee will take place at the Whitburn & District Pool League AGM and will follow the same process as for League committee members

12.3 The league delegate all pool related development activities to the Development Sub Committee.

12.4 The Development Group Sub Committee Chairman will report progress on development initiatives at each monthly league meeting.

12.5 Any member who has concerns/questions/issues around development group activities should raise them with a Development Group Sub Committee member in the first instance. Where they are not satisfied with the decisions made by the sub committee members have the right to raise their concern at the next monthly Whitburn & District League meeting. Any decisions made at this meeting will be final.

12.6 Any monies raised through development activities will be deposited in the bank account of the league but will be reported on by the Development Group Treasurer.

12.7 The Development Group will meet on a regular basis as decided by the Group. The frequency of this meeting will be dependent on the activities being progressed at the time. The Chairman will give 2 week’s notice of the next meeting on the League’s website and will invite members to add items to the agenda for the meeting and the final agenda will be published 1 week before the meeting. All members are welcome to attend the meeting. The meeting will be governed by the same rules as the monthly League Meeting as described in Section 5.3.

13. LEAGUE WEBSITE – www.whitburn8ball.com

13.1 The Website Administration Team will consist of the following:
(a) Super Administrator (only one)
(b) General Administrators (a number of)
(c) Moderators (a number of)

13.2 The Super Administrator position will be elected at the Whitburn & District Pool League AGM. The rules surrounding this election will be the same as those for electing league committee members.

13.3 The Super Administrator will put in place a team of Administrators and Moderators to support the website.

13.4 The league delegate all website related activities to the Website Administration Team.

13.5 The website team will publish and maintain a set of Site Rules on the site to govern usage of the site. Any issues/questions/concerns should be raised to an Administrator in the first instance. Where they are not satisfied by the decisions made they have the right to raise their concerns at the next Whitburn & District Pool League monthly meeting.

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