Minutes of the Meeting

	Location: Churchills
	Date: 02^nd June
	Time: 6:30
	DPh, CE, JR, DPa, BP

I. DPh raised JR stepping back, JR explained that Mum’s diagnosis had changed and was now terminal with a timescale of 6 – 18 months and his desire to step back and free up time. DPa expressed the fact that rather than step back, JR take a back seat. The roles of the committee to be reorganized with DPh taking over Rack Em App and DPa and CE taking on more of the day to day roles. JR Agreed.

II. CE raised the concern that trophies are becoming too expensive. He would prefer to move to perpetual trophies. The committee discussed the pro’s and con’s as well as the lack of budget. It was agreed that were we to move to this we would need to seek approval at the Captains Meeting as it will likely mean either an increase in fees next year or the deferral of money paid out next year. A 21 year presentation shield would cost the league £165, a large trophy will cost around £200.

· Division 1 Winners

· Division 2 Winners

· Team Knockout Winners – Already owned but not all history on it

· Team Plate Winners - – Already owned but not all history on it

· Singles Winner

· Doubles Winner

With engraving to back build modern history, without sponsorship of the trophies, this is likely to cost the league around £1,500. However, this would place the league in a better position financially moving forward with more money able to be paid out in prizes over the following years.

III. DPa wanted to discuss the individual and doubles competitions. It was highlighted that the change meant we achieved only half of the entries we have previously. It was agreed that this experiment hasn’t worked with large proportions of the league playing too much pool. It was agreed that these would be moved back in season.

IV. JR raised the issues of transfers mid-season. The committee agreed that two proposals should be given to the captains. Proposal 1, we stay as we are, proposal 2 is that transfers end at the halfway stage but new registrations can occur up to two weeks before the end of the season. The deadline for signing players on becomes 7:30pm the day of your second to end game of the season.

V. The committee reviewed the By-laws and agreed they need to be updated to reflect the fact that you can switch player under exceptional circumstances with the approval of the committee. JR to update by-laws – see Knockout Competitions rule 10.

VI. CE raised the issue of fines for late show. The league already has a measure in place to reimburse a venue for costs outlayed. DPh advised this should be added to the bylaws for clarity. Please see Facilities section 2.11

VII. Redefining Roles, BP Chairlady, JR Secretary, DPa Facebook, Dph Rack Em App, CE, Events and Rules and Queries committee DPa, CE and DPh.

VIII. DPh asked for the definition of a B&D and RB&D to be added to by laws – please see referees and rules section 21.

IX. With an increase in the number of playing out of turn fouls in scotch doubles, it was agreed that this needs to be included in the rules. Please see referees and rules section 19.

X. We discussed the take up of the app across the player base. We agreed that we would make it compulsory for the captains to provide a mobile number and email address so that as a league we can invite them to join the app. It is believed that not all players realise they have a profile.

XI. We agreed we would put to the captains to decide whether knockouts should be random drawn each round or pre-drawn at the outset.

XII. We discussed the upcoming Finals Day and agreed with the Arrow being used on the 13^th July. JR to put together a poster.

XIII. We agreed the start of the new season to be the 5^th August.

XIV. Discussed publishing the final balance sheet each season via Rackem App to comply with Non-Profit Law

XV. Put together a contact sheet and distribute to each captain.

XVI. Discussed the current match format and asked

Action items	Owner(s)	Deadline	Status
Update By Laws	Jamie	03/06/2025	Completed
Create Poster	Jamie	05/06/2025	Completed
Publish by Laws	Jamie	05/06/2025	Completed
Make DPh league admin on app	Jamie	03/09/2025	Completed
Agenda for Captains Meeting	Jamie	10/09/2025	Completed