DARTMOOR POOL LEAGUE

LEAGUE MEETING PROCEDURES

Document 14

Version: 1.0

Adopted: __________________

Effective From: __________________

Next Review: AGM __________

MEETING PROCEDURES NOTE

This document provides procedural guidance for the conduct of Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs) and Committee Meetings.

This document shall be read in conjunction with the Constitution and Governance Document.

Where any conflict exists, the Constitution shall take precedence.

1. PURPOSE

a)       To promote fair, orderly and efficient meetings.

b)       To provide consistency in League decision-making.

c)       To support Committee Members and League Officers in conducting meetings.

2. TYPES OF MEETING

The League may hold:

a)       Annual General Meetings (AGMs).

b)       Extraordinary General Meetings (EGMs).

c)       Committee Meetings.

d)       Working Groups or Sub-Committee Meetings where authorised by the Committee.

3. NOTICE OF MEETINGS

a)       Notice periods shall be issued in accordance with the Constitution.

b)       Notices should include:

• Date

• Time

• Venue or meeting method

• Agenda

• Supporting papers where applicable

c)       The Secretary should ensure notices are circulated within the required timescales.

4. AGENDAS

Typical meeting agendas may include:

AGM

• Welcome and apologies

• Approval of previous AGM minutes

• Chairperson’s report

• Treasurer’s report

• Competition reports

• Motions and rule changes

• Elections

• Any other business

EGM

• Purpose of the meeting

• Discussion of matters specified within the request

• Voting where required

Committee Meeting

• Apologies

• Approval of previous minutes

• Matters arising

• Correspondence

• League administration

• Competitions

• Discipline and appeals

• Finance

• Any other business

5. CHAIRING MEETINGS

a)       Meetings shall normally be chaired by the Chairperson.

b)       In the Chairperson’s absence, the Vice Chairperson shall preside.

c)       If neither is present, those attending may appoint a Chair for that meeting.

d)       The Chair shall be responsible for maintaining order and ensuring fair discussion.

6. SPEAKING PROCEDURES

a)       Members should be recognised by the Chair before speaking.

b)       Discussion should remain relevant to the matter under consideration.

c)       The Chair may limit repetitive discussion.

d)       Personal attacks, abusive behaviour or disruptive conduct shall not be permitted.

e)       The Chair may require a member to cease speaking if their conduct is inappropriate.

7. MOTIONS

a)       Motions should be submitted in accordance with the Constitution where applicable.

b)       The proposer may introduce the motion.

c)       Members may debate the motion.

d)       Amendments may be proposed where permitted.

e)       The Chair shall determine the order in which amendments are considered.

8. VOTING

a)       Voting shall be conducted in accordance with the Constitution.

b)       Voting may be conducted by show of hands, ballot, electronic means or another method determined by the Chair.

c)       The Chair shall announce the result of each vote.

d)       Where a casting vote exists under the Constitution, the Chairperson may exercise it.

9. CONFLICTS OF INTEREST

a)       Members should declare any conflict of interest relevant to a matter under consideration.

b)       The Chair may determine whether a member should abstain from discussion or voting.

c)       Declarations should be recorded in the minutes where appropriate.

10. MINUTES

a)       Minutes should be taken for AGMs, EGMs and Committee Meetings.

b)       Minutes should record:

• Date and location

• Attendance

• Decisions made

• Voting outcomes where relevant

• Actions assigned

c)       Minutes should be retained as part of the League’s official records.

11. CONFIDENTIAL ITEMS

a)       Certain matters may be treated as confidential.

b)       Examples include:

• Disciplinary matters

• Appeals

• Personal information

• Sensitive financial matters

c)       Confidential information should not be disclosed without authority.

12. REMOTE PARTICIPATION

a)       Meetings may be conducted in person, electronically or by a hybrid format.

b)       Members participating remotely shall be treated as present for the purposes of discussion and voting where permitted by the Constitution.

c)       The Chair shall determine procedural matters relating to remote participation.

13. DECISIONS BETWEEN MEETINGS

a)       Where urgent matters arise, the Committee may make decisions between meetings using electronic communication.

b)       Such decisions should be recorded and entered into the Committee Decision Register.

c)       Significant decisions should be reported at the next Committee Meeting.

14. GENERAL PRINCIPLES

a)       Meetings should be conducted in a fair, respectful and transparent manner.

b)       The efficient administration of League business should be promoted at all times.

c)       The Constitution and Governance Document shall take precedence over this document.

d)       The Chair’s procedural ruling shall apply unless overridden by the Constitution.