DARTMOOR POOL LEAGUE
Document 1
CONSTITUTION AND GOVERNANCE DOCUMENT
Version: 1.0
Adopted: __________________
Effective From: __________________
Next Review: AGM __________
CONSTITUTIONAL NOTE
This Constitution forms the governing framework of the Dartmoor Pool League and shall be read in conjunction with the:
• Playing Rules
• Code of Conduct
• Disciplinary Policy
Together these documents constitute the official rules and governance framework of the Dartmoor Pool League.
1. DEFINITIONS
a) “The League” Refers to the Dartmoor Pool League.
b) “Registered Team” A team formally accepted into the League for the current season and listed on the official League register prior to or during that season’s commencement.
c) “Active Team” A registered team currently participating in the ongoing League season and not withdrawn, suspended, expelled, or recorded as inactive by the Committee.
d) “Team Captain” The official representative of a team responsible for communication with the League and opposition teams.
e) “Fixture” A scheduled match between two teams in the League fixture list.
f) “Match” A completed fixture consisting of sixteen (16) frames played over four (4) sessions of four (4) frames.
g) “Session” A block of four (4) frames within a match.
h) “Squad” The group of eligible registered players available for selection in a fixture.
i) “Player Order” The numbered playing positions (1–4) assigned by a Team Captain for a session.
j) “Postponement” An agreed delay of a fixture requested before 12:00 noon on the day of the fixture.
k) “Committee” The elected body responsible for managing, interpreting and enforcing League rules.
l) “Quorum” The minimum number of eligible voting teams required for a meeting to be valid.
m) “Votes Cast” Valid votes submitted by eligible teams present at a properly convened meeting.
n) “Concession” A frame automatically awarded to the opposing team due to an unfilled player position.
2. NAME
a) The League shall be known as the Dartmoor Pool League (“the League”).
3. OBJECTIVES
a) To promote the game of pool in a fair, social and competitive environment.
b) To organise structured League and Cup competitions for member teams.
c) To encourage inclusion, respect and sportsmanship among all participants.
d) To ensure fixtures are completed in a consistent and regulated manner.
4. MEMBERSHIP
a) Membership shall consist of teams accepted into the League.
b) Each team shall appoint a Team Captain as its official representative.
c) Teams must comply with League Rules and any agreed fees.
d) The Committee reserves the right to suspend or remove teams where necessary for the good of the League, subject to review and right of appeal.
5. COMMITTEE
a) The League shall be managed by a Committee consisting of:
• Chairperson
• Secretary / Fixtures Officer
• Treasurer
b) The Committee is responsible for:
• Administration of the League
• Organisation of fixtures and communications
• Interpretation and enforcement of rules
• Disciplinary oversight (as governed by a separate Disciplinary Policy)
c) Each Committee role shall have clearly defined responsibilities. No member shall interfere with another role’s operational duties.
d) Operational responsibility rests with the designated role holder. Strategic and disciplinary decisions rest with the Committee collectively.
e) Financial control rests with the Treasurer.
f) The Chairperson provides overall governance and dispute resolution but does not override operational roles.
g) Optional Committee roles may exist where required but must not override core roles.
h) No Committee member has authority to change rules or League structure outside this Constitution.
i) Committee disputes shall be resolved by Committee vote, with the Chairperson holding the casting vote if required.
5A. OPTIONAL COMMITTEE ROLES
a) The following roles may be created where required:
• Vice Chairperson
• Fixtures Coordinator
• Results Secretary / League Administrator
• Disciplinary Officer
• Communications Officer
• Venue Liaison Officer
• Welfare / Safeguarding Officer
• General League Administrator
b) These roles support the Committee but do not override the responsibilities of the Chairperson, Secretary / Fixtures Officer, or Treasurer.
c) Optional roles may be combined where appropriate to the size and needs of the League.
d) Individuals holding optional roles shall be subject to the same election, conduct and governance requirements as all other Committee members.
6. COMMITTEE ELECTIONS AND REMOVAL
a) Committee members shall be elected at the Annual General Meeting (AGM).
b) Nominations must be proposed and seconded at the AGM.
c) Any individual may stand if associated with a registered team or recognised participant within the League.
d) Committee members are elected by vote of member teams present at the AGM.
e) A majority vote is not required.
f) The candidate receiving the highest number of votes shall be appointed.
g) In the event of a tie, the Chairperson shall have the casting vote or a re-vote may be held.
h) Committee members may be removed by more than two-thirds (2/3) of votes cast.
i) Temporary appointments may be made by the Committee to fill vacancies until the next AGM. Any individual appointed under this provision must stand for election at the next AGM if they wish to continue in the role.
7. GENERAL PRINCIPLES
a) The League promotes inclusion, fairness and enjoyment alongside competition.
b) The Committee shall act in the best interests of the League.
c) The Committee may interpret rules where ambiguity exists.
d) No team shall gain unfair advantage through manipulation of rules or fixtures.
e) No decision shall override this Constitution.
f) All disciplinary matters shall be governed by a separate Disciplinary Policy approved by the League.
8. VOTING AND GOVERNANCE
a) Each registered and active team shall be entitled to one (1) vote.
b) Quorum shall be at least fifty percent (50%) of all registered and active teams.
c) Ordinary decisions shall be decided by simple majority of votes cast.
d) Constitutional changes shall require more than two-thirds (2/3) of votes cast.
e) In the event of a tie, the Chairperson shall have the casting vote.
9. GENERAL MEETINGS
a) An Annual General Meeting (AGM) shall be held once per annum.
b) Extraordinary General Meetings (EGMs) may be called by the Committee.
c) The Committee must call an EGM if requested in writing by at least fifty percent (50%) of registered and active League teams.
d) The Committee shall not refuse a valid EGM request where the required threshold has been met.
e) Any valid EGM request must be acted upon and the meeting held within twenty-eight (28) days of receipt.
f) Requests for an EGM must be submitted in writing by Team Captains and must clearly state the matters to be discussed.
g) A minimum of seven (7) days’ notice shall be given for all AGMs and EGMs.
h) Only matters specified in the meeting notice shall be eligible for discussion and vote.
i) All General Meetings shall operate in accordance with quorum requirements.
10. AMENDMENTS TO THE CONSTITUTION
a) Any proposed amendment must be submitted in writing to the League Chairperson.
b) Proposals may be submitted by: • Any registered and active team via its Team Captain. • The Committee.
c) All amendment proposals must be received at least fourteen (14) days prior to a General Meeting.
d) All valid proposals must be circulated to member teams before the meeting.
e) No amendment shall be considered unless properly submitted and circulated in advance.
f) Amendments require more than two-thirds (2/3) of votes cast at a quorate meeting.
g) No amendment shall take effect unless properly recorded in the League minutes.
11. DISSOLUTION
a) The League may only be dissolved by majority vote at an AGM or EGM.
Any remaining funds or assets shal