By Laws Draft V6
Eastleigh Pool League
By Laws
Version 6
1. Name, Purpose and Rule Set
1.1. The League shall be known as “The Eastleigh Pool League” or abbreviated to “EPL”
1.2. Purpose: The League exists to organise, administer and promote amateur eight ball (Blackball) pool competitions among registered teams. The League aims to ensure fair play, maintain records and provide a structured environment for competition.
1.3. Rule Set: Blackball
2. Membership and Teams
2.1. Membership Eligibility:
· Any pub, club or organisation within the agreed geographic area (currently Eastleigh and District) may apply to join as a Team Member.
· Anyone outside of the geographic region has to be agreed unanimously by the committee.
· The pub, club or organisation must have suitable facilities for playing the game of 8-Ball Pool.
· The league is invitational, and all new teams have to be approved at the annual captains meeting.
· The League shall be open to all persons over the age of 18 (eighteen and over) unless preapproved by all venues.
· Players under the age of eighteen years must declare their age and date of birth at the time of registration.
2.2. A Venue may enter as many teams as they wish, provided they have adequate facilities. For example if you have 1 table, the maximum number of teams is 2. If you have 2 tables the maximum number of teams is 4.
2.3. A Team may register as many players as they wish, and only Registered Players may play in The League or The League Knockout Competitions. Registrations will be accepted up to 7:30pm the day of your second to end game of the season (including Bye weeks).
2.4. No team may change venue during the season except where the original venue is no longer available or with written permission of the Licensee of the original venue and sign off from the league.
2.5. Each Team must pay registration or seasonal fees as agreed by the League Committee. Currently £40/team but proposed £45/team.
2.6. All players must be registered through RackEmApp or any future system adopted by the League.
2.7. Rights and Obligations:
· Teams have the right to participate in League competitions.
· Teams must report results accurately via the RackEmApp and comply with league rules.
· Each Team Representative has one vote at General Meetings.
3. Governance and Officers
3.1. For the league to function effectively, it will elect individuals to conduct the day to day running of the league.
3.2. Officer Positions:
· Life President – Barbara Patchin
· Chairman – Jamie Rice
· Secretary – Darren Phillips
· Treasurer – David Patchin
· Disciplinary Officer – Connor Eccles
· Competitions and Fixtures Secretary – TBC
· Communications Officer – TBC
· Optional roles may be created as needed.
3.3. Responsibilities:
· Chair:
- Oversees League governance
- Chairs General Meetings
- Ensures By Laws are followed
· Secretary:
- Maintains records and correspondence
- Manages registration and communication with teams and venues
· Treasurer:
- Manages League finances
- Records income and expenditure
- Presents accounts at the Captains Meeting for sign off
· Disciplinary Officer:
- Oversees League disputes
- Manages Disciplinary meetings
· Competitions and Fixtures Secretary:
- Creates fixtures and liaises with teams and venues
- Handles scheduling issues and postponements
· Communications Officer:
- Ensures Captains & Teams know relevant information
- Oversees Social Media
· Additional Officers:
- Roles defined as required by the League Committee
3.4. An officer may not hold more than 2 roles. The role of Secretary, Chairman and Treasure must have separate individuals in place.
3.5. The Officers of the league are voluntary positions and will carry out all duties required. Any registered player can be put forward for role of Officer. Any nomination will be voted on at the captains meeting.
3.6. Current committee Members:
· Barbara Patchin (Chairperson), David Patchin (Officer), Connor Eccles (Officer), Jamie Rice (Officer) and Darren Phillips (Officer).
· All roles to be re-elected in line with the amended by-laws at the next captains meeting.
3.7. Officers are not permitted to vote on the outcome of any complaint or dispute concerning a team to which they belong. In this instance one Captain will be chosen at random to sit on the committee in replacement.
3.8. An Officer is not permitted to vote on the outcome of any complaint or dispute concerning a team they are connected with unless exclusion of these members would mean the committee could not constitute a quorum to enable them to vote (teams are connected by virtue that they are from the same venue).
3.9. An Officer is also not permitted to vote if they are related to any person involved in any complaint or dispute.
3.10. All Business of The League shall be conducted by The League Officers in accordance with the Rules and Constitution.
3.11. The League Officers shall have Jurisdiction over all matters affecting The League, if such matters are not specifically provided for in The Rules.
4. 4. Terms of Office, Elections & Term Limits
4.1. Election and Term:
· Officers shall be elected at the Annual General Captains Meeting (AGCM) by a majority of voting Team Representatives present.
· The term of office for all officers shall be two playing seasons.
· An officer who has served the maximum term must be re-elected at the next AGCM.
· In the event an officer resigns, is removed, or becomes unable to fulfil their duties, the Committee may appoint an interim replacement until next AGCM.
4.2. Removal and Vacancies:
· Officers may be removed from office by a majority vote of the Team Representatives at a General Meeting (AGCM or EGM), for just cause (e.g. misconduct, failure to perform duties).
· A vacancy in an officer role may be filled by appointment by the Committee (or an elected replacement) following notification to members, subject to ratification at the next General Meeting.
5. Meetings and Voting
5.1. Annual General Captains Meeting (AGCM):
· Held once each playing season at a date and time set by the Committee.
· Notice and agenda must be shared at least 14 days in advance.
· Business includes elections, financial review and proposed amendments.
· Final Agenda will then be published a minimum of 1 week before the Captains Meeting and distributed to all captains. Any items for discussion need to be received by the league at least 10 days prior to the Captains Meeting.
5.2. Extraordinary General Meeting (EGM):
· May be called by the Committee or by written request of at least 10 percent of registered Team Representatives.
· Notice must be given at least 14 days in advance.
5.3. Voting:
· Each registered represented Team present has one vote.
· Each team must have at least one representative.
· Decisions are made by simple majority unless otherwise specified.
· In the event of a tie, the Chairperson carries the deciding vote.
· Rules and By-Laws of The League may not be altered or added to except by a majority vote taken at an EGM or Captains Meeting.
6. Finances and Records
6.1. Financial Management:
· Treasurer must maintain accurate financial records including income, fees, fines and expenses.
· Accounts are presented to members at the AGCM.
· League funds may only be used for league related purposes and not for distribution to individuals.
6.2. The Annual Team Registration fee is agreed by the committee prior to advertising and Individual Competition Entry Fees are set at the captains meeting each year and shown on each year’s Registration and Competition Entry Forms. Registration of each team will need to be done via RackEmApp, entry to the competitions is also done via the app.
6.3. All fees must be in the hands of The League prior to any player playing in a League Match or Knockout Competition game.
7. Conduct, Discipline and Disputes
7.1. Code of Conduct:
· All participants must uphold sportsmanship, fairness and respect.
· Misconduct such as abuse, cheating or repeated rule breaches may result in sanctions.
7.2. Dispute Resolution:
· Complaints must be submitted on submission of the results card via the Dispute Result function.
· The Committee or designated sub group reviews complaints and issues decisions.
· Decisions may be appealed through an EGM or review panel if agreed by the League.
7.3. Any disputes arising on points of judgement or rule should be resolved by the two Captains in mutual agreement.
7.4. An amicable discussion on any dispute by the Captains and the Referee together with consultation of The Rules of Play should produce a solution.
7.5. In the event of no solution being agreed upon by the Captains, you should contact a league official for a ruling.
7.6. If the matter still cannot be resolved, the league will ask for the frame to be replayed.
7.7. Objections must be made via the RackEmApp using the dispute result feature on submission of your result.
· It will be necessary for both teams Captains and the referee and any players involved in the dispute to attend an exceptional league meeting where the objection will be discussed and a decision made. This may include a panel of captains.
· All objections will be adjudged and settled by The Officers and their decision will be final and binding in all respects.
· No player may object or claim a game as a result of being barred for misconduct, or any other reason, from any venue in The League.
8. Amendment of By Laws
8.1. Amendments:
· Proposed amendments may come from the Committee or any Team Representative which is seconded by another team/official.
· Proposals must be submitted at least 14 days before a General Meeting.
· Amendments require majority approval at the AGCM or EGM.
9. Facilities
9.1. To qualify for entry into The Eastleigh Pool League, a Public House, Club or Organisation must have suitable facilities for playing the game of 8-Ball Pool.
· The requirements of The League are as follows: -
- All venues must be on Licensed Premises
- Entry to all venues for the purpose of playing normal league games and league competitions must be free to all League Members.
- The Pool Table must be situated in a position to give reasonable access for play on all four sides.
- The sizes of pool tables which will be accepted by The League shall be a standard 6ft x 3ft or standard 7ft x 4ft.
- The playing surface must be kept in a reasonable state of repair and be level, so as to avoid any irregular deviation in the motion of a ball.
- The Table is to be clearly marked out with a Baulk/String Line and an 8-Ball Spot.
- There are no restrictions on the type of table. The Balls should however offer a contrast. For example, Blue Balls on a Blue Cloth or Red Balls on a Red Cloth are not acceptable.
- A selection of cues and a cue Rest must be available for use by all League members.
- The Home Team will pay for the use of The Table for normal League games, where the venue does not cover the cost or put the table on free play.
- The Home Team are to supply some form of light refreshments (e.g. sandwiches) to the visiting team at a normal League Match (the cost of which may be offset by a raffle or other such lottery).
- If a team does not show up to a game (forfeits), the team will be liable to meet the reasonable costs of the venue for food provided. The league will issue the fine and reimburse the venue.
- Where the Pub or Club pays the entry, they retain ownership of their teams spot. If a team moves venue, they do not automatically retain their position in the league. The pub has first refusal on the current position. In the event that they do not want to keep their position, then this will be offered to the outgoing team, on the basis they have at least 50% of the players from the preceding season registered to their new team.
10. Transfers and New Registration
10.1. Transfers end at the halfway stage. The deadline for signing players on becomes 7:30pm the day of your second to end game of the season (including Bye weeks).
10.2. You are able to register new players (i.e have not played a frame for any team in the current season) up until 7:30pm on Tuesday of your second to last league game.
10.3. Should any team withdraw or be disqualified from The League, a player cannot re-register with an existing team after the halfway point (players may still transfer before the halfway point).
10.4. All transfer requests must be submitted to the league secretary, the request needs to include confirmation from the transferring player of their agreement.
10.5. Notification will be made from the league secretary to both captains confirming the approval of the transfer.
10.6. The transfer will be processed on RackEmApp and confirmed by the league prior to the player competing.
11. Fixtures and Scoring
11.1. Games cannot be postponed. Should a team fail to show up, the opposing team will be able to claim all frames.
11.2. Teams should be at the venue for an 8:00pm start. If the whole team is not there to begin the match it should commence on arrival of the 1st player.
11.3. Frames can be claimed from 8:15 if the team has not arrived at a rate of 1 frame every five minutes. Any team not present by 8:30pm will forfeit the match by a score of fourteen frames to nil.
11.4. In order to play a match, a team must field at least one player. Failing to do so will result in the loss of the match by a score of fourteen frames to nil.
11.5. A match will consist of 14 frames made up of 12 singles and 2 doubles. Each section will be as follows: 4 Singles, 1 Doubles, 4 Singles, 1 Doubles, 4 Singles. The same players cannot play in more than 1 doubles match.
11.6. Each frame of a match will be worth one frame point to the winning player’s team, making a total of 14 frame points per match.
11.7. The team scoring the most frame points at the end of the match will be the winners and will score three League Points. If the score is a draw, one point is awarded to each team.
11.8. The team scoring the most League Points in each Division at the end of the season will be The Division Winners. Should two or more teams be level on League Points at the end of the season the League Division shall be decided on frame difference and should there still be a tied situation after this then the head-to-head results will determine the winner. If the teams cannot be separated at this point, then a playoff will be arranged on the 1st Tuesday following conclusion of the season.
11.9. A minimum of two teams will be promoted and two teams relegated per Division depending on the number of entries the following season (The Officers will decide this upon the Formation of the Season).
11.10. The Away team will always break first and alternative breaks thereafter.
12. The Table
12.1. Before the start of a League Match both Team Captains should check that the table is up to League requirements, as laid down under Rules regarding facilities. If not, efforts should be made to level the table.
12.2. Any faults in the condition of the table must be rectified before the match begins.
12.3. Should there be prior knowledge that a table will be unfit or unavailable for the playing of a match, then The League must be informed, and they will arrange for the fixture to be reversed or played at a neutral venue.
13. The Official App
13.1. All fixtures and results to be completed and submitted on RackEmApp. Any other method is only acceptable if a League official has been notified of the reason and agreed it.
13.2. The Home Team Captain must enter their team’s order of play on the RackEmApp
13.3. The Away Team Captain will verify the game on the RackEmApp, please ensure that you are checking the details as you are verifying the entry is correct.
13.4. If a mistake is made, please ensure that you contact a league official immediately so it can be rectified on the night. Once a game is “confirmed” by both captains’ mistakes cannot be rectified.
13.5. If the app is not working, please contact a league representative and complete the result on paper. Once the app is back up and running you will be asked to re-enter the result.
13.6. A player may only play up to four frames. Once in each round of singles, once in one of the rounds of the doubles.
13.7. Order of play may be altered by mutual agreement between Captains. It is expected that both captains are flexible, we are a friendly league.
13.8. Play must be continuous, and should a player not be present when they are due to play then they will forfeit the frame.
13.9. All individual frame results must be entered on the RackEmApp, along with any 8 ball clearances or reverse dishes.
13.10. At the end of the match the final score is confirmed on the RackEmApp by both captains.
13.11. The formula for deciding the top ranked player in each division will be (wins + dishes) x win percentage subject to the player playing in 50% of the total frames available.
14. Captains and Vice-Captains
14.1. Each team is required to appoint a Captain and a Vice-Captain. Both Captain and Vice Captain need to register for RackEmApp. Then they can register players or issue logins to their players.
14.2. A Captain has overall responsibility for the conduct of his players and supporters and should encourage them to play in a competitive, friendly and sportsmanlike manner at all times.
14.3. A Captain, or delegated player is required to have a thorough Knowledge of League Rules of Play and is an instrument of the League in the application and observance of all such rules.
14.4. Captains are responsible for completing the app and ensuring that it is submitted to The League on game night.
14.5. Captains will act as contacts for their team and pass on messages and dates etc.
14.6. In the absence of the Captain then the Vice-Captain will be responsible. If both are going to be away, you will need to contact the league and ask them to give captains permissions to a third person in the team.
15. Referees and Rules
15.1. Captains are required to appoint referees and games will be refereed alternately by both teams beginning with the Home Side. Toss of coin to decide order of play when it is at a neutral venue. Failure to provide a referee is a Breach of the Rules and may result in players/teams being fined or deducted points. Neutral venue matches are always alternate pick.
15.2. All persons appointed to referee should have a thorough knowledge of the League Rules and The Blackball Rules.
15.3. A Referee’s function is to ensure that games are played in a friendly and competitive spirit and in accordance with The Rules of Play and to adjudicate in matters of opinion or rules in an honest, neutral and unbiased manner at all times.
15.4. A Referees decision will be final, if made honestly and in accordance with The Rules.
15.5. A game must be refereed in accordance with The Blackball Pool Rules, as advised by The League.
15.6. A Referee is required to give full attention to the game at all times and to be in such a position so as to have a clear view of the table and the player whilst taking their shot.
15.7. If for any reason a Referee clearly misses a foul shot, he should note any observations made by others and consult with both players and both Captains before giving a decision.
15.8. Referee’ should ensure that they have a timer, to ensure that the “shot clock” is adhered to. The incoming players turn begins with the starting of the timer. They will be allowed 60 seconds to complete their shot with a mandatory call at 30 seconds. This is even if the player is about to play their shot. If the player exceeds 60 seconds then the referee is to call a time foul.
15.9. The referee may pause time, to address issues, check total snookers etc, the referee should indicate that time is “paused” and when the clock is restarted by saying “time running” stating how much time is left.
15.10. Only the player(s) involved in a frame may request the Referee to advise them on Rules during a frame. Players are not permitted to consult with any other person other than the Referee on points of rule during a frame.
15.11. A player may not receive advice on play from anyone and if given advice by request or otherwise it may be deemed as coaching.
15.12. This is relaxed for doubles, which allows for teammates to discuss shots providing the shot is completed within the 60 second shot clock.
15.13. If any illegal coaching is attempted then the Referee should instruct the offending person or persons to stop and if ignored then the frame may be abandoned or other action taken as the referee feels is appropriate, this includes the awarding of the frame.
15.14. If a player is concerned about players/spectators around the table or in their line of a shot, then they need to raise it with the referee. It is the responsibility of the referee to move anyone clear of the table. I would ask that teams/spectators respect the player at the table and not try to distract or inhibit a player taking a shot.
15.15. If for any reason a match is not completed on the night then the game(s) remaining must be played within seven days by mutual arrangement between the two Captains and in agreement with the Landlord of the venue.
15.16. The Scorecard should be completed on the night and the remaining frames must be played by the players originally entered on the Result Sheet on the night of the original fixture.
15.17. The League must be informed of any fixture not played or completed on the night.
15.18. The Blackball Rules of Play etc. must always be available for reference during a League Match or Competition.
15.19. Scotch Doubles: The league plays Scotch Doubles, playing out of turn is a foul and should be called as such by the referee. The order will continue as the frame started. So if Player B plays out of turn, it is a foul, and player A forfeits their turn if the team returns to the table. If the out of turn shot occurs and the black is potted this is loss of frame and the frame is awarded to the opposing team.
15.20. Should any situation or point of Rule not be clear or covered by The Blackball Rules then the points in question should be brought to the attention of The League who will seek clarification and provide a ruling.
15.21. For clarity, a Break and Dish can only occur on an opening break, where no foul has previously occurred. The player who breaks, clears all their colours and the black in a single visit. A break and dish cannot occur after a foul break even if the balls are reset. A reverse dish, can only occur where a dry break has occurred and no foul has been committed.
15.22. Any breach of these League Rules will render a team or player liable to a fine/deduction of points, suspension or ban at the discretion of The League Committee.
16. Players under the Age of Eighteen Years
16.1. Players under the age of eighteen years must declare their age and their date of birth on the Registration Form.
16.2. A list of underage players will be sent to all venues in The League.
16.3. It is the visiting Captains responsibility to inform the licensee or his staff that underage players are present in the team and to point them out if required to do so.
16.4. It is the visiting Captains responsibility to ensure that no alcoholic drinks are purchased for Members of the team who are under eighteen years of age.
17. Knockout Competitions
17.1. In accordance with The Eastleigh Pool League the following Competitions will be conducted.
· Team KO
· Team Plate.
· Singles.
· Doubles
17.2. League Knockout Competitions are open to members of The League who have paid the Annual Registration Fee prior to the First Round Draw being made.
17.3. Entry Fees for Knockout Competitions will be set at the Captains Meeting. The fee is currently £3 per player.
17.4. All Entry Fees must be paid into The League prior to the First Round Draw being made.
17.5. All draws for opponents, dates for play and selection of venues will be made by The League Officers.
17.6. In the interest of Competitive Spirit and Sportsmanship, The League will make every effort and endeavour to see that Knockout Competitions are played to a completion and all Members of The League shall comply likewise.
17.7. All Semi-Finals and Finals Nights Dates and Venues shall be agreed at the beginning of the season and failure to attend shall forfeit the match.
17.8. A knockout match may not end in a draw, where a draw is determined, then the captains will choose a player to play a single frame play off.
17.9. All finals will be played on the same day in the season closing “festival of pool” the venue will be notified at the start of the season, and the date will be published as soon as reasonably possible on commencement of the season.
17.10. In doubles, a replacement player may be allowed under reasonable circumstances. If you need to seek a replacement you will need to put it in writing to the committee who will review the circumstances. The committees ruling in these matters are final.