WEPF Constitution

CONSTITUTION and RULES

Including amendments from the Annual General Meeting of June 2018

Article 1. Title

  1. The World Eight-ball Pool Federation (hereinafter referred to as WEPF) is the organisation of the national Pool associations/federations in the World who play Eight-ball Pool.
  2. The WEPF was established on 14th November 1992 in Perth, Western Australia, by the founder members Australia, England and New Zealand.

Article 2. Seat of the WEPF

  1. The seat of the Federation is in England. The board may change the seat to another Country with the approval of a General Meeting.

Article 3. Purpose and aims of the WEPF

  1. The WEPF is an independent and neutral organisation formed for the benefit of Pool players who wish to play Eight-ball Pool.
  2. The WEPF does not wish to have any conflict with any other organisation in the Cue Sports world but merely wishes to promote the game for the playing population of the world. Whilst the WEPF have no wish to have any conflict with any other organisation in the cue sports world, this shall not preclude the WEPF from defending it’s interests and those of it’s members.
  3. The purpose of the WEPF is to :
    1. Unite the national Pool Associations/Federations in the world who play Eight-ball Pool and to support them in their efforts to promote the sport.
    2. Delegate the staging of World Championships in Eight-ball Pool to a member country.
    3. Set criteria for players able to participate in official championships and tournaments.
    4. Provide international playing rules for both amateur and professional events in the game of Eight-ball Pool.
    5. Sanction and delegate international tournaments.
  4. The WEPF is a democratic organisation, it should assist and advise its members.

Article 4. Members

  1. There shall be five levels of membership of the WEPF
    1. Full membership, (£400) with a voice at meetings and two votes.

      This allows the Country to enter teams in all categories. All squad players may enter their respective singles events.

    2. Affiliate membership, (£270) with a voice at meetings and one vote.

      This allows the Country to enter teams in two categories, players in the team events may also enter their respective singles events. (Affiliate members may apply for full membership)

    3. Associate membership, (£160) with a voice at meetings but without a vote.

      This allows the Country to enter a maximum of three players into all singles events only.

    4. Provisional membership, (£50) with no voice at meetings and no vote.

      This allows a Country to enter the World Championships at the discretion of the WEPF Executive Committee for one year, and then reviewed on an annual basis.

    5. Non Participating Provisional membership, (£0) with no voice and no vote.

      This level is allocated to Countries that are members of a WEPF continental body.(e.g. AEPF, EEPF etc) but who do not participate in WEPF events.

    6. Any country applying for Affiliate or Full membership must have at least one team participating in the World Championships.

  2. The level of the membership fees shall be set by the Annual General Meeting, membership fees shall be due and payable at the applicable rate on the 31st December of each year.
  3. Lapsed members shall not be re-admitted into the WEPF if they are the same organisation, until all previous debts are cleared.
  4. An organisation requesting membership to the WEPF must be a player’s organisation and representing the players and be the leading organisation in its country wishing to play WEPF rules in international events and also must seek the approval of their respective Governments. Under special circumstances the Board may waive these criteria.
  5. At any given time only one organisation per country can be acknowledged by the WEPF.
  6. A list of members and officials shall be produced and circulated to all member countries to advise members of any changes.
  7. The board of the WEPF has the right to accept new members provisionally and recommend acceptance to the members. A General meeting shall make the final decision on acceptance of a new member. On acceptance a new member shall be entitled to all rights and benefits accorded to their level of membership.
  8. All members agree to acknowledge and to follow the constitution, rules and any supplementary rules of the WEPF that may be applicable at any given time.
  9. The WEPF members accept its tournament and championship rules for international events. The WEPF wishes to harmonise the rules in member countries, however each member retains its independence in relation to their own national events.
  10. Members must obtain authority from the board of the WEPF for their players to enter non WEPF international events.
  11. Members shall provide the Secretary of the WEPF, details of their membership structure and the number of player members they have in their organisation.
  12. At least two months before each AGM, the WEPF must receive a formal application by a country applying for new provisional membership or the retention of existing provisional membership. Payment of the appropriate fee will then become due in line with other levels.

Article 5. Acceptance of new members

  1. The request for membership to WEPF must be in writing, addressed to the Secretary.
  2. The following documents (in duplicate) must be sent with the request :
    • Constitution and rules of the organisation requesting membership.
    • Names and addresses of the officials of the governing body (committee, commission etc.).
    • Number of affiliated clubs and the number of their members.
    • A copy of the minutes of the meeting which decided to request membership.
  3. Any member of the European Eightball Pool Federation (EEPF) will automatically become a member of the WEPF but no membership fee is payable unless they participate in WEPF events.
  4. The WEPF Executive Committee may investigate applicants and grant provisional memberships.

Article 6. Loss of membership

  1. Membership shall cease on resignation or expulsion from the WEPF.
  2. Resignation from the WEPF will only be possible at the end of a financial year following the date of a written notice addressed to the Secretary six months in advance and after fulfilment of all financial obligations to the WEPF.
  3. Expulsion from the WEPF will be considered on the following grounds :
    1. Default in meeting financial obligations to WEPF.
    2. Serious international violation of the constitution and rules of the WEPF, as well as non-compliance with decisions taken by General Meetings.
    3. Incorrect behaviour which may damage the sport or the image of the WEPF.
    4. A member ceasing to be a leading and representative organisation in the sport in its own country.
  4. Expulsion because of default to meet financial obligations will be automatic but will have to be confirmed by a General Meeting, by a simple majority. Before the decision becomes valid, the respective member must be notified in writing. If after this notification the member fails to meet its obligations within 60 days of the notice then the expulsion becomes legally binding.
  5. Expulsion on the grounds mentioned in b), c) or d) can only be decided upon by a General Meeting with a two thirds majority of the valid votes cast.
  6. Any Federation, affiliated to the WEPF for one or more seasons, which decides to change the WEPF playing rules and/or, does not consider the WEPF to be the sole governing organisation for Eight-ball Pool, shall be excluded and cannot ask for it's re-affiliation for a period of three years.

Article 7. Financial year and Sports year

  1. The financial year will be from the 1st April to the 31st March each year.
  2. The sports year shall correspond with the calendar year.

Article 8. Meeting quorums

  1. All institutions of the WEPF, with the exception of the General Assembly, shall constitute a quorum if at least half plus one of the members eligible to vote are present.

Article 9. Definition of the majorities and election procedures

  1. Votes and elections require a simple majority, as long as the constitution or rules do not require a different specified majority. i.e.; the candidate or the proposal receiving the most votes, will be elected or accepted.
  2. If the constitution or rules require a simple majority, the candidate or the proposal receiving half of the votes plus one, will be elected or accepted.
  3. If the constitution or rules require a two thirds majority, the candidate or the proposal receiving at least two thirds of the valid votes cast, will be elected or accepted.
  4. Should any vote result in parity, there will be a second ballot. Should there again be a parity of votes, the Chairman will have a casting vote.
  5. Should there be more than two candidates in an election, the proceedings shall be as follows :
    • 1st ballot: The candidate who reaches the majority of the votes will be elected. If no candidate attains this result, there shall be a second ballot.>/li>
    • 2nd ballot: The candidate receiving most of the votes cast, shall be elected.

Article 10. In general

  1. The General Meeting is the highest institution of the WEPF. The Annual General Meeting shall take place each year on a day during the WEPF World Eight-ball Pool Championships, as agreed by the members.
  2. An ordinary called General Meeting shall constitute a quorum irrespective of the number of votes present.
  3. The General Meeting shall be presided over by the President of the federation, or his/her substitute. It is at the discretion of the President to call his/her substitute or a delegate, to preside over the meeting, should the next point on the agenda be the Presidents re-election.
  4. Each member nations delegate(s) shall be the responsible representative(s) for Pool and recognised by the national member federation.
  5. Executive members of the WEPF shall not represent their national federation as delegates at the General Meeting of the WEPF.
  6. Any person(s) wishing to attend the AGM as observer(s), must have the approval of their own country, if their country is already a member of the WEPF.
  7. Observer(s) whose country(s) are not currently members of the WEPF may be allowed at the discretion of the Executive committee to attend the AGM. Such requests should be in writing to the Secretary 28 days prior to the AGM. Written approval should be sent to the observer 14 days prior to the AGM.
  8. Members of the press may be allowed to attend the AGM at the discretion of the Executive Committee by direct invitation or consideration of an application.
  9. All contacts, discussions on a continental level shall be dealt with by the relevant continental members, (e.g.: European issues by European members, African issues by African members, Oceanic issues by Oceanic members. However assistance may be sought of the WEPF executive.
  10. The WEPF shall only have discussions and meetings with other Billiard sport organisations who have a world membership, no meetings at world level shall be held by any WEPF member.

Article 11. Convention and notification dates

  1. Ten weeks before the date of the General Meeting, the members shall be informed in writing of the date, time and place of the meeting.
  2. This notification shall include a notice that items for the agenda should be received in writing, within three weeks of the date of notification (i.e.; 7 weeks before the date of the meeting).
  3. The member nations shall be informed of the final agenda four weeks before the meeting. Amendments to proposals, in writing, will be accepted up to two weeks before the meeting.
  4. Late submissions shall be decided upon by the General Meeting.

Article 12. Powers of the General Meeting

  1. The General Meeting discusses and decides on all points of the agenda.
  2. The agenda shall include the following points :
    1. approval of the agenda,
    2. approval of the minutes of the last General Meeting,
    3. checking and approval of the annual reports from
      • the President
      • the Secretary
      • the Treasurer and the Auditors
      • any other officially appointed sub-committee, with a report
    4. discharge of the Executive Committee and the Auditors
    5. acceptance, expulsion or suspension of member federations
    6. election of Executive Committee members and Auditors
    7. fixing membership fees, tournament fees, as well as other levies or fees
    8. approval of any budget for the coming financial year
    9. recommendations from the Executive Committee - and
    10. discussion and voting on proposals
  3. Before considering a proposal, which has been submitted late, or at the General Meeting, the item must be agreed to by the delegates with a 2/3 majority.
  4. The General Meeting may delegate certain tasks wholly or in part to the board or executive committee.
  5. Changes to the articles or rules, or their total revision must appear on the agenda within the prescribed period and require a 2/3 majority.

Article 13. Right to vote and eligibility

  1. Each member country shall be represented by one or more delegates (maximum of 3). All delegates have to be announced to the General Secretary before the meeting, giving their name(s) as well as the name of their organisation.
  2. Each member country is allowed the entitlement of vote’s dependant on their membership level.
  3. The board or executive committee members are not entitled to vote at the General Meeting, with the exception of the President in the case of a casting vote.
  4. As a general rule, votes and elections shall be conducted openly, by simple majority, it can however if circumstances dictate, be decided by secret ballot.
  5. Decisions taken by the General Meeting shall be effective immediately. However decisions concerning sport technical matters, such as rules, shall become effective from the start of the next playing season following the General Meeting.

Article 14. Minutes

  1. There shall be minutes taken on the decisions of the General Meeting.
  2. The minutes of the Annual General Meeting (AGM) each year are to be written and mailed to each member Country within eight weeks of that A.G.M date.
  3. Should the delegates require it, the minutes on individual points of the agenda shall be read out to the meeting.

Article 15. Extraordinary General Meeting

  1. The Committee is entitled to call an Extraordinary General Meeting (EGM) at any time, giving due notice. The committee is obliged to call an EGM, if at least one third of the members request such a meeting in writing, stating the reason and the points to be discussed.
  2. The Committee is obliged to give notice of an EGM within 30 days of receiving the request. The period between the invitation and the EGM shall be at least 30 but no more than 90 days.
  3. Furthermore, the articles regarding the Ordinary General Meeting shall be applied.

Article 16. Functions and composition of the Committee

  1. The Committee is the executive body of the WEPF. The Executive Committee is made up of four (4) members.
    • President
    • Vice President
    • General Secretary
    • Treasurer
    1. The Full WEPF Committee will consist of; up to three (3) delegates from each member Country. Its number of members may be increased without changing the rules, in order to meet special circumstances. The Committee may increase the number of members but this will have to be approved by the next General Assembly.
    2. The WEPF committee will elect two (2) members to Chair:
      • Rules Revision
      • Development Officer(s)
    3. The positions of the Executive Committee members shall be elected by the General Meeting.
      President, Treasurer in even numbered years
      Vice President, General Secretary in odd numbered years.
  2. The President and other officers shall be elected by the General Meeting.
  3. No more than three committee members shall belong to the same national organisation.

Article 17. Term of office and eligibility for re-election

  1. The members of the committee shall be elected by the Annual General Meeting for a term of 2 years. Nominations must be received by the Secretary no later than 28 days before the date of the AGM. In the event of positions becoming vacant after that date then nominations will be accepted from the floor.
  2. After the end of their term, they may stand for re-election without further nomination, providing they are supported by their national federation.
  3. A General Meeting may relieve a member from his/her position at any time, by secret ballot, which requires a two-thirds majority.
  4. In the case of death, resignation or removal of a committee member the General Meeting will elect a replacement. He/she will be in his/her position for the remaining duration of the term of the predecessor and can then stand for re-election.
  5. Representatives of a Country, who are running for office in the Committee of the WEPF, have to be nominated by their national federation or the General Meeting. If nominated by the General Meeting the candidate must have the approval of his/her respective federation.
  6. Nominations for elections into the Committee must be notified to the Secretary, who shall notify the members when details of the General Meeting are announced. The following timetable will apply :
    1. Three clear calendar months prior to the Annual General Meeting the WEPF Secretary shall invite nominations from all countries for the positions of WEPF officers, such candidate(s) having been nominated for election by his/her home National Association on the appropriate form **.
    2. Two clear calendar months to the Annual General Meeting countries shall make known their proposed nomination for each position of WEPF officer and submit to the WEPF Secretary, such proposal to be accompanied by a declaration signed by the Country’s Association Chairman and Secretary.
    3. One clear calendar month to the Annual General Meeting the WEPF Secretary shall submit the list of all received nominations to all countries for their consideration prior to their arrival at the AGM. Prior to carrying out this act of notification the Secretary shall have contacted each candidate and confirmed their acceptance of nomination.
    4. The representative delegate of any member association shall make their nomination at the Annual General Meeting and seek a Second approval of the nomination from an alternative country association (it will be permitted that such second nomination can be canvassed prior to the AGM if desired) to allow that candidate to be considered by those present at the AGM to vote him/her to office.

    ** : Nominations shall include the following details : Surname, forename, age, occupation, position in their national federation, any special qualifications.

  7. Re-election of a committee member is decided upon solely by the General Meeting.
  8. Admittance of nominations, which have been received late, must be voted on by the General Meeting and needs a two-thirds majority.

Article 18. Authority to sign

  1. The President or his/her representative together with one other committee member shall sign on behalf of the WEPF any legally binding document, with the approval of the General Meeting.

Article 19. Duties, Powers and competence

(Under Australian law the text in 19(1) is mandatory to comply with the Associations Incorporations Act)

  1. For the purpose of carrying out its objects, as an incorporated association the WEPF may, subject to the Act and its rules :
    1. acquire, hold, deal with, and dispose of, any real or personal property; and
    2. administer any property on trust; and
    3. open and operate bank accounts; and
    4. invest its moneys
      • in any security in which trust moneys may, by Act of Parliament, be invested; or
      • in any other manner authorised by the rules of the association; and
    5. borrow money upon such terms and conditions as the federation thinks fit; and
    6. give such security for the discharge of liabilities incurred by the association as the association thinks fit; and
    7. appoint agents to transact any business of the federation on its behalf; and
    8. enter into any other contract it considers necessary or desirable.

    Committee members are obliged to safeguard the interests of the WEPF only.

  2. The Committee deals with all of the business of the federation, which is not reserved for other designated authorities by the rules.
  3. The Committee executes and supervises decisions taken by the General Meeting.
  4. Within the limits of the rules and decisions taken by the General Meeting, the Committee compiles decrees, regulations and changes of the rules for approval by the General Meeting.
  5. The Committee is entitled to set up commissions for special tasks.
  6. The committee is entitled to order sanctions against members of the WEPF and/or their players and officials, as long as the statutes do not apply this right to other authorities.
  7. In the interest of the WEPF, the Committee is entitled to cut individual items in the budget and increase others, as long as the total amount of the budget is not increased by more than 10%.

Article 20. Committee Meetings

  1. The Committee meets when necessary.
  2. The Secretary mails out invitations according to the instructions of the President.
  3. As a general rule, invitations including the agenda have to be in the possession of the Committee members’ four weeks ahead of the meeting.
  4. In urgent cases, this delay may be reduced to two weeks.
  5. For very urgent matters, telephone conferences are permissible.
  6. Decisions shall be taken by simple vote. The President shall have a casting vote in split decisions.
  7. Minutes shall be taken on the decisions of the Committee and mailed to all committee members within six weeks after the meeting.

Article 21. Reimbursement of expenses

  1. All functions are honorary.
  2. Members of the Committee as well as people elected by the General Meeting and assigned special tasks, shall be reimbursed by the Treasurer of the WEPF.
  3. An entertainment budget, as decided by an AGM, is paid to the WEPF President annually, out of the tournament budget.
  4. An executive committee member may only claim his/her full related travel expenses if the member is not representing his/her country at the World Championships, or is not a member (player) in a team or is not a manager of a team. If the executive committee member is undertaking any of the above roles then his/her country is to pay 50% of the individuals travel expenses.

Article 22. Members

  1. The Supervisory Committee consists of two auditors elected by the General Meeting as well as one replacement. They may not be members of the Committee of the WEPF.

Article 23. Duties

  1. The auditors inspect the profit and loss account, the balance sheets as well as the inventory of the WEPF.
  2. They submit a written report with a motion to the General Meeting.
  3. If they think it necessary, the auditors are entitled to conduct an interim revision. They have, however, to account to the General Meeting for any such interim revision.

Article 24. Term of Office

  1. An auditor can only hold his/her office for two consecutive years. Each year the auditor who has been in office for the longest term, retires and his/her position is taken by the replacement.

Article 25. Sub-committees

  1. According to Article 19 (5), the Committee may appoint subject-specific sub-committees. These sub-committees fulfil the tasks and works, which are assigned to them by the Committee.

Article 26. Income

  1. The income of the WEPF consists of :
    • yearly membership fees
    • all entry fees into the World Eight-ball Championships
    • tournament fees
    • licence fees, and
    • others

Article 27. Expenditure

  1. The expenditure of the WEPF consists of :
    • trophies for the World Eight-ball Championships
    • administrative costs
    • printing/copying costs for constitution, minutes and regulations
    • all entry fees into the World Eight-ball Championships
    • contributions to support junior sport development, and
    • other expenditures decided on by the Committee or the General Meeting.

Article 28. Annual membership fees

  1. Each member of the WEPF pays to the Treasurer an annual membership fee, which is fixed by the General Meeting. The amount payable by each member depends on the type of membership of the respective country.

Article 29. Administration of the finances

  1. The Committee is responsible for administering the finances of the WEPF. It is responsible for the expenditures being in relation to the income.
  2. There shall be four signatories to the WEPF account and any two from four of those persons may sign cheques, one of whom should be the treasurer these persons shall be :
    • President,
    • Vice President,>/li>
    • Secretary,
    • Treasurer.
  3. The Treasurer shall send out to all associations his completed set of annual accounts no later than one clear calendar month prior to the Annual General Meeting.
  4. The Treasurer shall set a budget for presentation to the Executive and then to the AGM for approval, the period being from the next financial year and the following financial year.
  5. The Treasurer shall send out to all associations his completed set of proposed annual budgeted accounts no later than one clear calendar month prior to the Annual General Meeting.

Article 30. Liability

  1. The WEPF is liable to the extent of its property.
  2. Any personal liability of individual Committee Members is excluded.

Article 31. In general

    1. Through its authorities, the WEPF may inflict sanctions, including fines, on members, their representatives, teams or individual players for improper behaviour. *
    2. The WEPF has a drugs policy and reserves the right to implement that policy, and also take appropriate disciplinary action against those persons found to be in breach of that policy. *

    (* Refer to sections in Bye-Laws).

Article 32. Expulsion from the WEPF

  1. Expulsion of a member can only be made on one of the following grounds :
    • serious and wilful violation of the constitution or regulations of the WEPF, as well as non-observance of decisions taken by the General Meeting.
    • default to meet the financial obligations towards the WEPF, and
    • incorrect actions, bringing the sport into disrepute, damaging the image and prosperity of the WEPF.
  2. A member must be informed in writing of its expulsion from the WEPF.

Article 33. Prosecution and carrying out

  1. Sanctions are only imposed upon a respective motion. Motions may be made by the legal representatives of the national federations affiliated to the WEPF, as well as by other recognised bodies of the WEPF. A motion has to be made within three months after the unlawful event or it will not be entered into. Motions must be presented to the Committee of the WEPF in a suitable form and they must be entered into by the responsible body within one month of receipt.

    Exceptions :

    1. Motions brought forward during the World Eightball Pool Championships must be dealt with within 24 hours.
    2. Motions falling under the jurisdiction of the General Meeting must be dealt with at the next Ordinary or Extraordinary General Meeting.

  2. Should any allegations be made, these will have to be proven. The following may be accepted as proof; official documents, witnesses, evidence and expert opinion.
  3. Motions for sanctions for default to meet financial obligations can only be made for amounts outstanding no longer than three years. After payment, no further sanctions shall be imposed. Sanctions must be cancelled, should payment be made within 60 days after their imposition.

Article 34. Decrees

  1. Decrees must be made in writing. They are to be addressed to the member of the WEPF exclusively, even if sanctions are directed against an official or a player.

Article 35. Resolution for dissolution

  1. A special resolution * for the dissolution of the WEPF may only be passed at a General Meeting called for this purpose, with a majority of three quarters. At least two thirds of the members of the WEPF must be present.
  2. If the General Meeting should not have a quorum, another General Meeting shall be called within three months. This second General Meeting shall have a quorum irrespective of the members present and may decide on the dissolution with a three quarter majority.
  3. Management, utilisation, or disposal of any possible assets, shall be decided on by the General Meeting voting on the dissolution. Assets shall not be divided up between members.

* A “special resolution” of an incorporated association/federation means - where the rules of the association provide for the membership of the association/federation - a resolution passed at a duly convened meeting of the members of the association if :

  • at least 21 days written notice specifying the intention to propose the resolution as a special resolution has been given to all members of the association/federation; and
  • it is passed at a meeting referred to in this paragraph by a majority of not less than three quarters of such members of the association/federation as, being entitled to do so, vote in person or, where proxies are allowed, by proxy, at that meeting.

Article 36. Final clauses

  1. The WEPF may, in addition to playing rules, make other by-laws from time to time as the General Meeting decrees.
  2. These regulations of the WEPF were amended and came into force with the approval the General Meeting of June 2018. Blackpool. England.