BUDE & DISTRICT POOL LEAGUE - CONSTITUTION
2026–27 Season
1. Name and Purpose
The organisation shall be known as the Bude & District Pool League (“the League”).
The League exists to provide organised amateur English 8 Ball Pool competition for teams and players in the Bude and surrounding district, to promote fair play, good sportsmanship and enjoyment of the game.
2. Rules of Play
The League shall play and abide by the rules of the English Pool Association (EPA), being the International 8 Ball Pool Rules, except where the League Rules expressly vary them. The League does not use EPA Rule 6j (shot clock) for normal league play.
3. Committee
The League shall be managed by a voluntary committee consisting of:
· Chairman
· League Secretary
· Fixtures Secretary
· Treasurer
· Elected general committee members (playing members where possible).
The committee may appoint or delegate additional responsibilities where required for the efficient running of the League, including responsibility for singles, doubles, competitions, RackEmApp administration or safeguarding.
The committee shall act in the interests of the League as a whole and shall administer the League in accordance with this Constitution and the League Rules.
4. Election of Committee
Committee members shall be elected at the Annual General Meeting (AGM).
Where all members present are in agreement, the committee may be elected as a block rather than voting separately for each position or member. If there is not unanimous agreement to a block election, the relevant positions or candidates shall be voted on individually.
The AGM shall determine the committee positions to be filled and any vacancies arising during the season may be filled by the committee until the next AGM, subject to confirmation at that AGM.
5. Committee Responsibilities
5.1 Chairman
The Chairman shall chair AGMs, EGMs and committee meetings, provide overall oversight of the League and act as the final committee contact where an immediate decision is required.
5.2 League Secretary
The League Secretary shall maintain League administration and records, communicate League decisions, receive formal notifications, maintain the player register and act as the main contact for teams and players, along with league and main cup fixtures and assisting the individual fixtures secretary.
5.3 Fixtures Secretary
The Fixtures Secretary (singles & doubles) shall prepare and administer singles and doubles fixtures and fixture changes, working with venues, captains, players and the League Secretary.
5.4 Treasurer
The Treasurer shall maintain the League's financial records, receive and make authorised payments, report the financial position to the committee and present appropriate accounts at the AGM.
5.5 General Committee Members
General committee members shall assist with League administration, competitions, disciplinary matters, events and other duties allocated by the committee.
6. Voting
Each registered team shall have one vote at an AGM or EGM. The vote may be cast by the team captain, another team member authorised by the team, or the landlady/landlord of the team's home venue. A landlady/landlord may cast a vote for one team only.
Committee members may also vote where they are entitled to a team vote; no team shall receive more than one vote.
Except where this Constitution or the League Rules specify otherwise, decisions shall be made by a simple majority of votes cast. In the event of an equal vote, the Chairman shall have a casting vote.
7. Annual General Meeting
An AGM shall be held annually at a date determined by the committee, normally before the start of the new season.
The AGM shall consider the previous season, League finances, proposed changes to the Constitution and League Rules, election of the committee, entry arrangements and any other properly notified business.
Proposals and AOB can be given in advance of the AGM to the league secretary.
8. Extraordinary General Meeting
An EGM may be called by the Chairman where the committee considers it necessary. An EGM may also be requested where two teams approach a playing committee member with a matter requiring a League-wide decision.
The notice should state the purpose of the EGM and business should normally be limited to that purpose.
9. Committee Meetings and Urgent Decisions
Where an occurrence arises during the season which is not covered by these rules, the playing members of the committee may make a temporary ruling so that the League can continue to operate fairly.
Any significant temporary ruling shall be recorded and, where appropriate, considered for inclusion in the League Rules at the next AGM. An EGM may be called if the matter is sufficiently important or disputed.
10. Finance
League funds shall be held in a bank account in the League's name or in an account controlled for the League's purposes.
The Treasurer shall keep appropriate financial records. Payments from League funds should be authorised in accordance with procedures agreed by the committee.
League entry fees, competition entry fees, fines and other receipts shall be used for League purposes.
Players are not required to provide bank account or card details to the League. Where payments are required, the League may provide its BACS details.
Annual accounts will be presented and discussed at the AGM.
11. Membership and Player Registration
Teams and players participate subject to the League Rules. A player must be properly registered before representing a team in a League or Cup match.
A player may play for only one team in any season, applying to League and Cup matches.
An EGM could review individual cases, e.g. a team pulls out early into the season.
12. Data Protection
The League will collect and use limited personal information for League administration, including player name, mobile telephone number and email address, together with relevant playing records.
The League may use RackEmApp to administer registrations, fixtures, results, tables, rankings, statistics and communications. The League may also use email, telephone, WhatsApp and social media for League administration and promotion.
Personal information shall be handled in accordance with the Bude & District Pool League Privacy Notice.
13. Safeguarding and Under-18 Players
The League permits players under 18 to participate. Any player under 16 must be accompanied by a playing adult, parent or guardian during League games. Proof of age may be requested. It’s also at the discretion of the venue.
The committee shall take reasonable care when dealing with information and photographs involving children and young people.
14. Social Media and Photographs
The League may take and publish photographs from matches, finals, presentation evenings, team photographs and other League events on League social media for legitimate League-related purposes. The League shall take reasonable steps to respect players who do not wish to appear in identifiable photographs.
15. Amendments
This Constitution may be amended by a decision of the AGM. Proposed amendments should be notified in advance so that teams have an opportunity to consider them.
An urgent amendment may be considered at an EGM where the purpose of the EGM has been properly notified.
16. Interpretation and Conflict
If there is a conflict between this Constitution and the League Rules, the Constitution shall take precedence unless the relevant constitutional provision has expressly been varied in accordance with this Constitution.
17. Dissolution
If the League is dissolved, any remaining League funds or assets, after payment of outstanding liabilities, shall be dealt with in accordance with a decision of the final AGM/EGM and used for a purpose consistent with the League's amateur sporting objectives.