Constitution - Region 6 of the EPA

southwest england pool region 6 epa world rules 8ball
REGION 6
POOL
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THE CONSTITUTION AND RULES OF REGION SIX
(Updated January 2019)

The name of the area will be known as ‘Region 6’ hereafter called the Region.

The Region is formed for the purpose of promoting the game of pool amongst all playing members within the Region, to organise individual events male/female, doubles and team events.

To organise fixtures for the Regional Inter-County Championships, at Men’s ‘A’ ‘B’ ‘Ladies’ ‘Junior’ ‘Under 23’ and ‘Senior’ events where applicable, where the Winners and Runners Up teams will represent this Region at the All England National Finals.

To negotiate sponsorship for the Region, and to organise the Region to run in accordance with the English Pool Association Constitution.

RULES

1. The Region shall elect a committee to manage all business appertaining to the Region.
2. The committee shall consist of the six officers. Regional Director, Secretary, Treasurer, Vice Chairperson, Fixtures Secretary, EPA Regional Delegate. Two members of each approved County and a representative of the Referees Association make up the balance of the committee.

3. Each county is entitled to two votes, if both county delegates present. The Treasurer will have one vote and the Secretary will have one vote. One person may hold more than one office at any time, but will only carry one vote. The R.D. shall have the casting vote where needed.
4. The three main officials (Executive) will hold office for a period of three years, with a staggered retirement that starts with the Treasurer (2018), then the secretary (2019), then the Regional Director (2020). All other committee members will hold office for a period of one year, i.e. Vice Chairperson, Fixtures Secretary and EPA Regional Delegate.  The Retiring Officers’ position will be open for election at the current AGM providing nominations have been received. All retiring members will be eligible to stand for re-election. The Committee will appoint any member of the incumbent committee to fill any vacancy that may occur providing that such a vacancy occurs during his/her period of office and before an AGM is called, such a person to stand for election at the AGM following his/her appointment.

5. The committee shall have full authority to make any decision that, in their opinion, is deemed necessary or beneficial to its members, excluding the alteration of the constitution other than at an AGM or properly convened EGM.

6. The committee shall have the right to alter or amend any fixture (with the EPA’s permission, if appropriate) or advertisement that they decide is necessary.

7. At all meetings, one executive officer and representatives of three separate Counties shall constitute a quorum for the purpose of carrying on the business of the Association.

8. Any member of the committee may call an emergency meeting, after gaining support of three counties. The reason for calling such a meeting to be given in writing and these reasons will be given to all committee members. The secretary is to call the meeting within fourteen days of receiving such a notice.

MEMBERSHIP

9. Membership of the Association will be open to all counties within their Regional Borders.

10. Any member has the right to ask the Region to negotiate on their behalf with any company they desire when sponsorship is sought. The association will in turn attempt to gain the highest amount in sponsorship possible at the time of negotiation. A payment of commission, such amount to be agreed between the committee and client, will be paid to the region as incurred during the aforesaid negotiations.

11. Any member may request the committee to mediate in any dispute they may have with any other member/body within the region. Such decisions reached by the committee will be final and binding on all parties subject to appeal to the EPA.

12. Any team/league can request the committee to arrange any Inter League match against any other team/league who are members of the region.

AREA REPRESENTATIVES

13. County Associations when formed recognised and in financial membership will carry the votes of their member leagues at the AGM and general meetings. The affiliation fee to the Region will be agreed at the Regions AGM every year, any member County Association not paying their affiliation fee, between the first (1st) January and the twenty first (21st) January each year will be deemed to have resigned their membership, and will be refused all benefits formally accorded to them.

14. All members of the Association must be advised to the Regional Secretary, in writing, by the end of January in each year by the nominating and qualifying County.

15. If a County representative(s) is (are) elected as an officer, that county may supply a further representative(s).

DISCIPLINE

16. The Committee reserve the right to suspend, fine of expel and member or team for breach of these rules or any rules that the committee make at any future time, of for any act deemed by the committee to have brought the Region into disrepute, Any county/team/league or individual player accused of any offence against the region will be afforded every opportunity to defend themselves or explain their conduct either in writing or in person to the committee.

17. Any Player who is expelled form a league may not enter any competition organised by the Region or play for any County/team/league who is a member until he/she has been readmitted to the County/team/league which originally expelled him/her.

18. Any County/team/league who expels a player must notify the Secretary in writing, giving the player’s name, address and the reason for expulsion.

19. Any County/team/league/player expelled from the Region will forfeit the whole of any subscriptions paid for the current year and any rights or entitlements formally accorded to them as members of the Region.

DISCIPLINARY PROCEDURE

20. The Region will form a Committee to hear cases of discipline; this Committee will be two (2) delegates sitting on the Regional Committee, and one (1) Executive Officer from the Regional Committee who are independent of the case being heard.  The Executive Officer will chair the Committee.

21. The procedure is:

a) The ID member/team/league or County Association will be written to, stating the complaint, the date of the hearing, the time of the hearing and to inform the ID member/team/league or County Association that they will be allowed to speak about the offence or incident.  Two (2) witnesses will be allowed to speak at the Hearing. Where appropriate, this can also be conducted via email.

b) The Chairperson will open the meeting, both parties will be asked to leave while the Chairperson presents the case.
The offending party will be asked to return into the meeting, they will be asked to present their case with their witnesses, and then asked to leave.
The Chairperson will ask the complaining party into the meeting to present their case.
The Chairperson will ask the complaining party to leave the meeting while a decision is made.  
The Chairperson may announce the decision immediately or state a decision will be made within the next 5 days in writing to both parties.
The Chairperson must also inform the guilty party about their right of appeal.  

c) The appeals procedure is: One of the remaining two (2) Officers must Chair the Appeals Committee, two of the County Delegates who did not sit on the Disciplinary Committee will hear the appeal.  No person involved with this case can sit on this Committee.  If there is not two (2) persons hearing the appeal, then a County Association not involved will be asked to produce a further Delegate.

d) If the decision is the same, the Chairperson will inform the party concerned about their rights of appeal to the EPA and furnish them with the National Secretary’s address, again stating the time of appeal.  (Seven (7) days from the date on the letter).  A copy of the minutes of the meeting will be forwarded to the National Secretary.

e) Appeals from an ID member/team or league suspended by a County Association/league/team.  This appeal will be heard by number twenty (20) section of this Constitution.  If the appeal fails then the party will be informed about their right of appeal to the EPA, the National Secretary’s address will be given, also stating the time allowed for the appeal.  (Seven (7) days from the date on the letter).  A copy of the minutes of the meeting will be forwarded to the National Secretary.

f) If the decision is overturned by the Region’s Disciplinary Committee, then the decision is final.

g) If a player/team/league or County Association is suspended, the only party to lift this suspension is the party who implemented it.  (Subject to an appeal being overturned.)


GENERAL MEETINGS

22. An AGM will be held by the association, at which the election of officers will be held, and at which any member can charge the committee to give a full account of any action taken by the committee. Any member wishing to add any item to the agenda must notify the Secretary at least twenty-eight days before the general meeting. Any proposals must be proposed by a member of the Association and seconded by a different member e.g. two members of the same county cannot propose and second the same proposal. The proposer must be present at the meeting. But the seconder can be taken from the floor.

23. Any alteration to the constitution or general rules can only be done at a general meeting provided that:

h) Twenty eight days’ notice has been give of such alteration
b)    A majority of members at the meeting vote for the motion. N.B. a simple majority will prevail
24. The Region should hold regular meetings no more than 2 months apart where the use of electronic conference facilities can be considered to suffice on occasion.
(Reps attend at their county’s expense and will give a full report to the meeting concerning all activities in their area.)

FINANCE

25. The executive officers will be responsible for the finances of the Region. All Cheques must have two signatures as per the bank mandate (Treasurer and one other). The Treasurer will check all income and expenditure and at all times observe proper banking procedures. All expenses will be vetted by the committee.

26. The annual subscription will be due on January 1st each year and the financial year of the region will run from 1st December to 30th November.

27. All monies held by the Region will, after the deduction of managerial expenses, be used or the benefit of all members of the Region.

28. No mileage expenses will be paid to the regional director or secretary for regional meetings

29. Officers of the Region that are entitled to a petrol allowance on mileage completed for work done for the region i.e. EPA meeting, Executive meeting and any other circumstances that the constitution allows mileage to be paid for are to be reimbursed at (the EPA rate currently 30p per mile) (RD to get expenses to and from EPA meetings at 30p per mile)

30. The region will endeavour to reimburse reasonable expenses by any member of the committee incurred while conducting business on behalf of the Region. Such expenses must be approved by the committee. Meals bought while on R6 business will be reimbursed up the cost of £9 per day

31. Region 6 will pay prize money to the winning A, B, Ladies, Seniors, U23 & Junior teams per Appendix 3. (subject to an annual review).

32. Honorariums are to be paid at the end of the financial year to the R.D., Secretary and Treasurer plus Fixtures secretary until reviewed. The amount shall be set at the AGM. The amount set for 2019 is £150    

GENERAL

33. All members should at all times play to the rules supplied by the National body (EPA)

34. All Counties must provide the region with a copy of their latest constitution. This must be provided within one month of any AGM/EGM that amended the said constitution.

35. All Counties will be responsible for keeping the registration forms for all their players. The committee shall have the right to examine such documents after giving reasonable notice of their intention to do so.  

36. Counties who do not comply with the General Secretary of the EPA’s request for information within that county e.g. number of leagues, players etc may find themselves subject to disciplinary action.

37. The Fixtures Secretary’s mailing list should include all Regional County Secretaries, all Regional Officers and the EPA General Secretary as well as anyone else who requests it. Confirmation of database update to be sent out. All Regional Delegates to be added to the mailing list. Fixtures Secretary must be notified of results within 24 hours of the match. Scoresheets to be sent within 3 days

38. Minutes of meetings to be sent out within 14 days of a meeting and within 28 days of an AGM accompanied by updated constitution.

REFEREES

39. The Region will encourage the training of referees in the playing rules so that they may gain the highest possible standard,

40. The Region will NOT give financial support to the EPRA delegate, regarding attendance of EPRA meetings.

41. All Counties are required to engage their own referees for County matches. They will pay the referee the minimum sum of £30. Any County that does not supply a referee for a match will be fined £50.

REGION 6 PLAYING RULES

1. Each County should select a MENS ‘A’, MENS’B’, LADIES,JUNIOR & SENIOR teams to take part in the Regional Inter County Championships. These teams will be selected from affiliated leagues only and will consist of eleven players plus up to six reserves (Senior five players plus three reserves). Reserves MUST be names on the match sheet before the commencement of play. Reserves may be used during a match, however, once a player has been replaced, that player must play no further part in the fixture in any capacity (except as a referee). A player taking the place of any other person must take the match sheet number of the person they replace. SENIOR teams to consist of seven players plus up to four reserves, U23 to consist of five players plus three reserves.

2. In all Regions, the Champion and Runners-up A, B, Ladies, Senior, U23 , Junior & Senior teams, will take part in the finals of the National Inter County Championships, held each year at a location to be decided by the organising committee.

3. Individual ranking points will be awarded to County players, Mens ‘A’ three (3) points per frame won, Mens ‘B’ two (2) points per frame won, Ladies three (3) points per frame won, Juniors and U23 two (2) points per frame won and Seniors three (3) points per frame won.  

4. Juniors playing in 50% of the senior Inter-County fixtures will have their ranking points transferred to the junior ranking point list.

5. The top 7 players in each section (where available) will be allowed to represent the Region at the EPA team trials. If a player does not wish to take this opportunity, or any of the 7 players are currently EPA players, then the next available player will take their place.

6. Regional Directors will notify the National Secretary and the Chairman of the sub-committee responsible, of the teams who will compete from their region.  This notification will be made in January each year. Trophies will be supplied for the National finals by the EPA.

7. Only players who belong to leagues in financial membership within a County, are entitled to play in a County team.

8. The National season is from January to December each year. A player may only represent one County in any year unless extra-ordinary circumstances apply. The National committee will adjudicate in such an event.

9. Any number of Professional players may play for a County squad at any time.

10. Current EPA International players will be excluded from County trials. Such players must give their County Secretary a list of dates when they will be available for selection. A minimum of 50% of available dates must be stated.

11. Leagues once affiliated to a county may not join another County in the same season.

12. All matches should be played on dates weekends as laid down by the EPA. (unless otherwise advised)

13. A, B, Ladies and Juniors matches will be of 44 frames duration with eleven players playing four frames each (except in the case of a substitution) and playing to EPA match format. A minimum of eight players constitutes a team and all players must play to achieve a score. Seniors matches to be 28 frames (six players to constitute a team), U23 matches to be 20 frames (four players to constitute a team) Senior Matches will be of 25 frames duration with five players playing five frames each (except in the case of a substitution). Four players constitute a team,

14. All teams (A, B & Ladies) will play on a Sunday. All matches will start at 12 noon, Teams/players should be present by 11.30 for a 12 o’clock start. (unless otherwise advised). Youth, U23 and Senior fixtures as advised.

15. The first County match of the season will only go ahead if 9 players per team are registered 7 days prior (Seniors five players). Players signed on the day have 7 days to register.

16. No player can play in a team of the opposite sex (A, B & Ladies). Junior, U23 and Senior teams can be mixed.

17. At a county match the captains of all 6 adult sides must meet with the Senior ref before the match starts     The senior Ref will address dress code and any other pre-match issues and only when he/she is ready will he/she allow the matches to start.  In case of a refereeing dispute, once the senior ref has been called upon his/her decision will stand.

18. Home team Senior referee to adjudicate in the event of a dispute and his/her decision is final in all cases.

19. Home team is responsible for all table fees.

20. If for any reason a team refuses to continue the match, they will forfeit all remaining unplayed frames. Disputes to be sent, in writing, to the R.D. within seven days of the occurrence.

21. Both team Captains/Secretaries are responsible for informing the Fixtures secretary of the match results played on Sundays. Match sheets to be sent via email/photo SMS to the Fixtures Secretary within seven days of the match. If this is not done, a fine of £5 per team sheet will be levied on the offending county.

22. Counties must have a minimum of 3 pairs of matching sets of equipment that meet the EPA guidelines available for county matches

23. Six reserves can be used in any order by all teams playing, i.e. MENS A, B, LADIES, JUNIOR. Three reserves for SENIOR teams.

24. If a full team cannot be fielded, the missing spaces must be placed as per the official match sheet. No other permutations are allowable.

25. Penalties: Late team arrival is to be reported at the next Regional meeting.

26. When a player is called to the table and is not in the vicinity, the Senior referee is to be informed and a stop-watch started. That player has 5 (five) minutes to get to the table. If he/she fails to arrive at the table within 5 minutes they forfeit the frame.

27. Split venues may be used but must be within a five mile radius. All venues must have two separate tables per match.

28. A light meal or buffet is to be provided for the away squads and also management and officials.

29. Each County team should have a qualified referee. Exam fee to be paid by the Region. Failed exam; retake to be paid for by the County. All new county players must attend a referees ‘teach-in’ once in their first playing season. Refusal to attend will result in disciplinary action.

30. The Regional playing season is to commence in FEBRUARY and finish in NOVEMBER. Except for the JUNIOR, U23 & SENIORS whereby counties should enter teams by the first regional meeting of the year and the fixtures are done after that date.

31. All county matches MUST be played.

32. World rules will be played.

33. Each team will pay the following match fees for to the region for every match played:
a) Mens A, B, Ladies - £2.50 per player (£82.50 for an adult match with A, B & Ladies)
b) Junior - £2.50 per player per match (£27.50 per match)
c) U23 - £2.50 per player per match (£12.50 per match)
d) Senior - £2.50 per player per match (£17.50 per match)

34. The Senior Referees name is to be entered on the match sheet and he/she is to sign it off at the end of the match. He/She can also be a county player.

35. DRESS CODE:
a. MALE (including Youth, U23 & Seniors): Shirt with collar or County Strip. Plain black tailored trousers. Black Shoes. No studs. No combat styles. No jeans. No tracksuit or jogging bottoms. No cords. No pin stripes.

b. LADIES (including Youth, U23 & Seniors): Shirt or blouse with collar. Plain black skirt or plain black full length tailored trousers. (Plain black leggings may be worn by expectant mothers only). Jeans, cycle short or short slacks, trainers are unacceptable.

c. Any deviation from the above will not be allowed and players failing to comply will not be allowed to play in that event. Counties will be asked to explain at a Region 6 meeting should a player be found to be playing at a County match, not complying with the above, Disciplinary action may be taken.

36. Counties MUST field their strongest available ‘A’ team.

37. Any county/team/player found to be in breach of these rules and are punished by the committee of Region 6, have the right to appeal.

REGION 6 WILL COMPLY TO EPA RULES IN CONJUNCTION WITH REGION 6 RULES.

REMINDER FOR INTER COUNTY FINALS

No Player will be allowed to play in an Inter County Finals team, unless that player has attended and been named on the sheet of at least 50% of the team’s matches, and not more than six times for any other team from April to April in a twelve month period.


MEETING BONUSES
The treasurer will administer the payments of bonus’s currently (2018) worked out on travel to Exeter.
Deducting the percentage for non-attendance.
Cornwall 65 miles £248
Devon 0 miles £150
Bristol 80 miles £270
Somerset 35 miles £202
Dorset 80 miles £270

APPENDIX OF REGION SIX

1) REGIONAL FEES
£100 per County Association. £3.00 per player for I.D.Card

2) FEES PAID TO REGIONAL DELEGATES

Honorariums: Regional Director/Treasurer/Secretary/Fixtures secretary, £150 each
Travelling expenses for National Meetings (EPA rate of 30ppm)

3) CASH PRIZES BY REGION

£660 to each Adult team winning the Regional Inter-county League, £300 to each Adult runners up.
£700 for the winning Junior team, £280 for the runner-up team
£440 for the winning Senior team, £200 for the runner-up team
£45 for the top male/ladies/senior player, £25 for the top junior player.
U23 prize fund TBD.
4) FINES WITHIN THE REGION

Any costs incurred by the region or a county due to cancellation of matches will be passed on to the offending county.

Late cancellation penalties payable to Region:
Under 1 week £200, 1-2 weeks £25, over 2 weeks no penalty (as long as RD notified and agreed)
Fines to double for second and subsequent misdemeanour.
Unregistered players as set out by EPA
Non-attendance at any regional meeting loss of ¼ of yearly bonus. Non-attendance to Regional A.G.M. loss of all bonuses.
All Invoices to be paid within 28 days of the invoice date. Any county failing to pay an invoice within 60 days from the date of invoice shall be fined £50. Any county failing to pay an invoice within 90 days shall be suspended from all county fixtures until the full outstanding balance is cleared. Any county fixture subsequently postponed shall incur a further £50 fine. Once cleared, any postponed fixtures shall be rescheduled by the R6 committee, by consultation with all teams involved to seek a mutually acceptable date. Preference will be given to the non-offending counties if mutually convenient dates can't be agreed.
Any county still owing significant funds at the pre-season meeting from the previous season shall not be permitted to enter the new season.
Any county defaulting entirely on monies owing shall not be permitted to enter for three seasons, or until the debt is paid.
Individual players registered to a suspended county for the season in which the suspension arose, who have played 50% or more of the fixtures played prior to suspension, shall have their EPA card suspended by R6. Any individual suspension may be cleared by that player paying their percentage of the outstanding amount. On the basis of dividing the total amount owed by the number of players having played 50% or more fixtures.
5) COUNTY MATCH DAYS AND THE STARTING TIMES
Sundays 12 noon start.
Senior matches to be played after the adult matches

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