Constitution

  1. Committee
  2. Membership
  3. Benefits
  4. Rules
  5. General Meetings
  6. Annual General Meetings
  7. Extra-Ordinary General Meetings
  8. Finance

Approved at the Annual General Meeting on 28 January 2001
Amended at the Annual General Meeting on 26 January 2003

The Organisation shall be called "SUFFOLK COUNTY POOL ASSOCIATION" herein known as SCPA. It shall affiliate itself to the English Pool Association (EPA). It shall agree to be bound by the terms laid out in both this Constitution and the Constitution of the EPA. SCPA is formed for the purpose of promoting the game of pool amongst all playing members throughout Suffolk. It shall also organise a Interleague of which the winners and runners up will represent Suffolk at the National Finals.

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  1. COMMITTEE

    1. The SCPA shall elect a Committee to manage all business appertaining to the SCPA.
    2. The Committee shall consist of nine (9) officers: Chairman, Vice-Chairman, Secretary, Treasurer, Interleague Secretary, Press Secretary, and 3 Team Managers (Men's, Ladies' Youths') plus two members from each affiliated league.
    3. The SCPA will comprise four officers as the Executive Committee: Chairman, Vice-Chairman, Secretary, and Treasurer.
    4. The County Secretary will receive an annual honorarium to a value to be determined at the AGM for the following County season and to be paid at the conclusion of the season.
    5. The Youths' Team Manager, whilst travelling every other Saturday to youth practice days and on County days to pick up the minibus for away matches, will receive a mileage payment of 15p/mile.
    6. All officers of the Committee will hold office for a period of one year. All retiring officers will be eligible to stand for re-election.
    7. The Committee will appoint any member to fill any vacancy that may occur prior to the AGM.
    8. The Committee shall have full authority to make any decision that in it's opinion, is deemed necessary or beneficial to its members.
    9. Upon receipt of a request by at least two thirds of the members of the General Committee, the Secretary shall be empowered to call an EGM.

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  2. MEMBERSHIP

    1. Membership of the SCPA will be open to all pool leagues that play in Suffolk.
    2. The Committee reserves the right to refuse membership to any league or individual person for any reason they deem to be injurious or harmful to the SCPA.
    3. The affiliation fee to SCPA will be arranged at the AGM every year to be paid on a set date. Failure to comply with this will result in non-affiliation to the SCPA.

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  3. BENEFITS

    1. Only fully paid up members will be eligible to enter any closed competitions organised by the SCPA.
    2. All affiliated leagues will be entitled to send any players to the County Trials with a view to becoming a Suffolk County player.
    3. All affiliated leagues will be able to put forward any ideas or thoughts they have regarding the running of the SCPA.
    4. All affiliated leagues shall have the right to request attendance of an Executive Committee Member at any of their own general meetings or AGM. Likewise, an Executive Committee Member may request attendance at affiliated leagues meetings.

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  4. RULES

    1. At least two of the General Committee members, plus two of the Executive Committee shall constitute a quorum for the purpose of carrying on the business of a SCPA General meeting.
    2. All leagues will supply a list of their league officials together with numbers of teams and estimated numbers of players in the league, to the Secretary on request.
    3. All leagues affiliated to the SCPA shall agree to abide by the SCPA Constitution.
    4. The Interleague Rules be the only set of rules used for Interleague and they are added to the SCPA Constitution.

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  5. GENERAL MEETINGS

    1. The SCPA shall hold General Meetings approximately every two months.
    2. An agenda will be produced for each meeting to be handed out to each delegate as they arrive.
    3. The SCPA General Meeting shall have the authority to make any decision which is deemed to be necessary and/or in the best interest of it's members, except constitutional changes (see AGM No3).
    4. The SCPA General Meeting shall have the right to change any fixtures they deem necessary.
    5. Any league wishing to add any item to the agenda must notify the County Secretary at least seven days prior to the meeting.
    6. A copy of the SCPA and Interleague accounts with all data to be shown at all SCPA meetings.
    7. Each Committee member shall be entitled to tone vote at General meetings. All affiliated leagues to have one vote per delegate (maximum two votes) and the Chairman will have the casting vote in the event of a tied vote.
    8. The County Secretary or delegated individual will send, to General and Executive Committee members, minutes of General Meetings, within three (3) weeks of the meeting taking place.

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  6. ANNUAL GENERAL MEETING (AGM)

    1. The SCPA AGM shall be held as near as possible to the end of the season. There will also be a registration meeting, the date for which will be announced at least three weeks beforehand.
    2. The Secretary will issue an agenda prior to the meeting.
    3. Any alteration to the Constitution can only be made at the AGM or an EGM called expressly for that reason.
    4. All decisions previously reached and passed at the AGM and General Meetings shall be honoured until such time as they become unworkable, or detrimental to the SCPA or the good of the game.
    5. All Motions for debate must be submitted to the Secretary no less than fifteen (15) days prior to the AGM.
    6. Each Committee member, including Executive Committee members, shall be entitled to one vote (except Chairman) at an AGM. All affiliated leagues to have a maximum of two votes (one vote per delegate). Chairman to have casting vote in the event of a tied vote.
    7. All voting shall be conducted by a show of hands unless a ballot be demanded by delegates or the Chairman decides it is necessary.
    8. Any motions for debate which fail to get a seconder at the AGM shall not be debated.

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  7. EXTRA-ORDINARY GENERAL MEETING (EGM)

    1. Upon receipt of a request by at least two thirds of the members of the General Committee, the Secretary shall be empowered to call an EGM.
    2. An Extra-ordinary General Meeting can be called by the Executive Committee if circumstances are considered exceptional.
    3. At least seven days' notice shall be given of an EGM together with an agenda of the business to be transacted.

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  8. FINANCE

    1. The Treasurer, together with the Chairman and Secretary shall be responsible for the finances of the SCPA.
    2. All cheques must have two (2) signatures which will include the Treasurer and one other member of the full Committee. Three signatures must be recognised by the Bank, two of which should be from the Executive Committee.
    3. The Treasurer will provide an up-to-date balance at each meeting and will produce a balance statement upon request of the Committee.
    4. The SCPA financial year will be concluded on 31 December each year and the Treasurer will provide a balance sheet for the AGM.
    5. An audit of the accounts up to 31 December be completed within three months of the Annual General Meeting.
    6. All monies held by the SCPA - after the deduction of managerial expenses - will be used for the benefit of all the members of the SCPA.
    7. All fines imposed by the SCPA must be paid to the Treasurer before the next Ordinary Meeting.
    8. The SCPA will endeavour to reimburse all reasonable out of pocket expenses incurred by any representative while conducting any business on behalf of SCPA. These will require approval at a Ordinary Meeting.

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