ENGLISH PÉTANQUE ASSOCIATION CONSTITUTION & RULES

 Name

The Association shall be called the English Pétanque Association (EPA), hereinafter called the Association.

Objects

The Objects of the Association are to promote the game of pétanque by all means at its disposal including

by promoting public awareness of the sport,

1.1.              by organising competitions,

1.2.              by instruction in the sport,

1.3.              by promoting international links and via the British Pétanque/Boules Federation, affiliation to the Fédération Internationale de Pétanque et Jeu Provençal. (F.I.P.J.P.)

                  Registered Office

The registered office of the Association shall be at such address as the Management Committee shall from time to time decide.

                  Definitions

1.4.            BP/BF

The British Pétanque/Boules Federation, to which the governing bodies of Channel Islands, England, Scotland and Wales are affiliated is  recognised by the Fédération Internationale de Pétanque et Jeu Provençal (FIPJP) as the British governing body

1.5.            Members

Members shall be persons who have paid the annual fee appropriate to their category as defined in Clause 6.2.  Membership shall not be denied to any person on the grounds of gender, race, religion, colour, politics or disability.

1.6.            MC

Management Committee, the managing body of the Association

1.7.            CRMC

County Regional Management Committee, the managing body of a County Regional Association.

1.8.            Affiliated Leagues

Affiliated Leagues shall be such Pétanque Leagues as are admitted to the Association in the manner described in the Constitution and Rules.

1.9.            Registered Clubs

Registered Clubs shall be such Pétanque Clubs as are admitted to the Association in the manner described in the Constitution and Rules.

                  Structure

1.10.        Member

Individual members who may be members of clubs or unattached.

1.11.        Club

To register a club shall have at least 3 members who are ordinary members of the association and includes minimum officers of chairman, secretary and treasurer.

1.12.        County Region

1.12.1.        Composition

A County Region Association may be formed by the Clubs and Affiliated Leagues in a County. A County Region Association may be also be formed by multiple counties agreeing to combine until such time as one or more determine to form a discrete County Regional Association within the County boundary. Clubs may opt to apply to join a cross border county most appropriate to its playing practice. County Region Associations will be run by a County Management Committee comprising the Officers, up to 6 ordinary members all elected at an AGM and 1 member appointed by each affiliated League. Where considered justified a CRMC may establish Divisions to act on their behalf within defined geographic parameters and for defined purposes.

1.12.2.        Constitution

Each County Regional Association shall adopt its own constitution or a modified version of an EPA standard provided that the result is not repugnant to the EPA objectives, constitution and rules.

1.12.3.        Powers

County Region Associations shall have the power to run their own affairs including, setting a regional subscription, determining their name, holding funds and assets separately from the EPA, organising pétanque competitions and publishing a playing calendar.

1.13.        National

1.13.1.        Management Committee

The EPA shall be managed by a Management Committee comprising elected Officers, appointed Officers, and 2 members elected from candidates nominated by affiliated leagues and 6 members elected from candidates nominated by County Associations. All contested elections to be conducted by a postal ballot of all members.

1.13.2.        Elected Officers

The EPA shall have the following elected officers, President, Executive Vice President, Secretary, Treasurer, and Director of Playing.

1.13.3.        Appointed Officers

The EPA shall have the following officers appointed by the EPA Management Committee to serve that committee, National Umpire, National Coach and National Youth Development Officer.

1.13.4.        British Federation Delegates

The Association's delegates to the British Pétanque/Boules Federation Annual Congress will be elected at the AGM.

1.13.5.        Annual General Meeting (AGM)

There shall be an AGM of members in each period of 12 calendar months convened by the MC for the purpose of presenting an Annual Report, Annual Accounts, election of officers, and delegates, determination of fees, consider motions, appoint auditors and arbitrators. The AGM must be held within 13 months of the previous AGM.

1.13.6.        Annual Congress of Members

There shall be an Annual Congress of Members held within 8 months of the previous AGM, convened by the MC for the purpose of receiving progress reports from National Officers and considering motions proposed by Registered Clubs, Affiliated Leagues, County Regions or the MC. Decisions made will become effective on close of Congress unless otherwise agreed.

1.13.7.        Extraordinary General Meeting (EGM)

EGMs may be called upon direction of the MC or upon a requisition signed by not less than 50 individual members or upon a requisition of 20 registered clubs and/or affiliated leagues signed by an officer of each of those organisations.

1.13.8.        Affiliation to the British Pétanque/Boules Federation

The Association shall affiliate to the British Pétanque/Boules Federation

                  Membership

1.14.           Individuals, Clubs and Leagues shall have completed the application or renewal form for the time being prescribed by the Association and shall have paid the appropriate fee.

1.15.           Individual Membership shall be in the following categories:-

1.15.1.          Ordinary Members shall be players aged 18 or over on 31st  December of the current year.

1.15.2.          Juniors shall be players aged under 18 on 31st  December of the current year.

1.15.3.          Honorary Life Membership may be given at the discretion of the MC in recognition of services to the game of pétanque. A maximum of three may be awarded in any one year.

1.16.           Registered Clubs shall be such Pétanque Clubs as are admitted to the Association having a constitution and rules which do not conflict with those of the Association. The Officers and Members of such clubs shall be and remain members of the Association.

1.17.           Affiliated Leagues shall be such Leagues as are admitted to the Association having a constitution and rules which do not conflict with those of the Association. Such leagues shall require all players to be and remain members of the Association.

1.18.           Notice of the refusal or acceptance of an application shall be sent to the applicant within 24 days and in the case of refusal by authority of the MC shall give the reasons and procedure for appeal.

                  Elections

1.19.        Nomination

All members nominated must consent in writing to be nominated and to serve if elected.

1.19.1.        National Officers

Candidates, who must have been a Member for not less than 2 years (President 4 years) at the closing date for nomination, must be nominated by at least 3 members.

1.19.2.        MC Affiliated League

Each affiliated League may nominate a Candidate, who must have been a Member for not less than 2 years at the closing date for nomination.

1.19.3.        MC Members County Region

Each County Region may nominate Candidates, who must have been members for not less than 2 years at the closing date for nomination.

1.19.4.        British Federation Delegate

Candidates, who must have been members for not less than 2 years at the closing date for nomination, must be nominated by at least 3 members.

1.20.        Election.

If there are no more nominations than vacancies for a particular office then the Presiding Officer at the AGM shall declare that member to be elected. If more than one member be nominated for a national officer (7.1.1) or MC (7.1.2; 7.1.3) then a postal ballot of all members will be conducted.

                  Powers and Duties

1.21.        EPA Management Committee

The MC shall have the following powers and duties

1.21.1.          To be the managing authority of the Association.

1.21.2.          To promote and develop the game of pétanque in England.

1.21.3.          To fill casual vacancies arising on the MC and list of Federation delegates for a period ending at the next AGM.

1.21.4.          To appoint sub-committees for specified purposes and duration.

1.21.5.          To co-opt additional members as and when deemed necessary or desirable.

1.21.6.          To establish as and when required disciplinary tribunals to hear and determine appeals in accordance with Clause 11.

1.21.7.          To recommend changes to the number and composition of County Regional Associations.

1.21.8.          To propose changes to the Constitution and Rules for the decision of the members in General Meeting.

1.21.9.          To propose rates of subscription for the decision of the members in General Meeting.

1.21.10.       To hold and operate the funds of the Association.

1.21.11.       To determine the eligibility and value of honoraria for officers.

1.21.12.       To organise and run National and Inter-County Regional Competitions.

1.21.13.       To elect two members to serve on the British Pétanque/Boules Federation Executive.

1.21.14.       Generally to act in the name of the Association save such as is required by statute or the Constitution & Rules to be done in a General Meeting.

1.22.        President

1.22.1.          The President shall preside, when present, at meetings of the MC.

1.22.2.          The President shall preside, when present, at General Meetings of the Association and shall , ex officio, be a member of all standing committees.

1.22.3.          The President shall act as a counter-signatory in respect of any property or financial transactions on behalf of the Association.

1.23.        National Secretary

1.23.1.          The National Secretary shall convene, attend and keep minutes of all meetings of the MC and General Meetings of the Association.

1.23.2.          The National Secretary shall maintain the register of Members, Clubs and Leagues

1.24.        National Treasurer

1.24.1.          To operate the Association’s finances.

1.24.2.          To prepare the Books of Account for Audit.

1.24.3.          To prepare and present audited accounts to each annual meeting of the association.

1.24.4.          To prepare and present an annual budget as required by the MC.

1.25.        County Regional Management Committees

The CRMC shall have the following powers and duties

1.25.1.          To organise and run County Regional Competitions.

1.25.2.          To nominate candidates to the EPA MC.

1.25.3.          To receive Notice of EPA General Meetings and submit motions to the EPA Annual General Meeting.

1.25.4.          To participate in the requisition for an EPA Extraordinary General Meeting.

1.25.5.          To promote and develop the game of pétanque within the County Region.

1.25.6.          To organise and fund coaching.

1.25.7.          To establish and maintain qualified Umpires.

1.25.8.          To establish as and when required disciplinary tribunals to hear and determine appeals in accordance with Clause 11.

1.25.9.          To appoint sub-committees for specified purposes and duration.

1.25.10.       To co-opt additional members as and when deemed necessary or desirable.

1.25.11.       To propose changes to the Constitution and Rules for the decision of the members in a General Meeting of the County Region.

1.25.12.       To propose rates of subscription for the decision of the members in a County Region General Meeting.

1.25.13.       To hold and operate assets and the funds of the County Region.

                  Finance

1.26.        Fees

1.26.1.          All fees relating to membership for Ordinary Members, Juniors, Clubs and Leagues, whether existing members of the Association or joining, shall be at a rate to be determined from time to time by an AGM.

1.26.2.          The fee charged by County Regional Associations shall be at a rate to be determined from time to time by AGM of each County Region Association.

1.26.3.          The Association will pay an affiliation fee to the British Federation in respect of every member in membership.

1.27.        Accounts

Proper Books of Account shall be maintained by the respective Treasurers and shall be available for inspection by Members at any reasonable time at the Registered Office.

1.28.        Expenses

Reasonable expenses may be reimbursed for costs duly authorised by a competent Officer and incurred wholly and exclusively on behalf of the Association.

1.29.        Bank Accounts

The Association shall maintain a cheque account with a Bank from time to time selected by the MC. Such account shall operate under the joint signatures of the Treasurer and one other Officer. Such other accounts as may be deemed desirable may be opened and operated provided the signature requirements are as those for the cheque account.

1.30.        Grants

The Association may not make grants or donations to any person or organisation other than specifically for the achievement of the Objectives.

1.31.        Borrowing

The Association may not borrow advances of money at rates in excess of 7% above LIBOR and in any event may not borrow in excess of ten times its last audited annual income.

                        Privileges

1.32.        General

Individual members, Affiliated Leagues and Registered Clubs shall be covered for third party liability insurance by the Association and shall be entitled to:

1.33.        Individual Members

1.33.1.          receive a membership card on payment of the annual subscription.

1.33.2.          have particulars recorded in the Register of Members.

1.33.3.          attend and vote at General Meetings.

1.33.4.          apply to the British Federation for a competition licence recognised by the FIPJP.

1.33.5.          compete in the Association's Competitions at County level and in national and international competitions if in possession of a valid FIPJP recognised licence.

1.33.6.          purchase Association sale goods and publications.

1.33.7.          receive one copy of the current Official Rules of the Game of Pétanque.

1.33.8.          to participate in the requisition of an Extraordinary General Meeting.

1.34.        Affiliated Leagues

1.34.1.          receive a certificate of annual registration

1.34.2.          have its particulars recorded in the Register of Leagues

1.34.3.          receive one current copy of the Constitution, the By-laws, the Standing Orders for Meetings and the Rules of national competitions

1.34.4.          receive Notice of General Meetings and  submit motions to the Annual General Meeting

1.34.5.          enter teams in competitions sponsored or supported by the Association

1.34.6.          to purchase sale goods and publications of the Association on behalf of individual members

1.34.7.          to participate in the requisition for an Extraordinary General Meeting.

1.34.8.          to nominate candidates for the League section of the EPA MC.

1.34.9.          to appoint a representative to serve on a CRMC

1.35.        Registered clubs

1.35.1.          receive a certificate of annual registration.

1.35.2.          have its particulars recorded in the Register of Clubs.

1.35.3.          receive one current copy of the Constitution & Rules and the Rules of national competitions.

1.35.4.          receive Notice of General Meetings.

1.35.5.          submit motions to the Annual General Meeting.

1.35.6.          enter teams in competitions sponsored or supported by the Association.

1.35.7.          to purchase sale goods and publications of the Association.

1.35.8.          to participate in the requisition for an Extraordinary General Meeting.

1.35.9.          to be part of an appropriate County Region Association.

                        Discipline

1.36.        County Regional Associations

CRMCs will establish a Disciplinary Tribunal to handle disciplinary matters referred to them

1.36.1.          in respect of appeals from the decisions of Affiliated Leagues or Clubs where the Constitution and Rules of such allow such reference.

1.36.2.          by an Umpire or Official of any County Region Competition in respect of alleged unacceptable conduct of any individual or club.

1.36.3.          by any County Region Officer in respect of alleged unacceptable conduct of any individual or club.

1.36.4.          The CRMC may elect to refer the matter to the national MC.

1.36.5.          A club or individual shall have the right to appeal a decision of the CRMC to the National MC.

1.37.        National

1.37.1.          Umpires and CRMC may refer matters of discipline to the national MC.

1.37.2.          The MC shall appoint a Discipline committee to investigate such referrals and will report its decision and recommendation for any action to be taken by the MC.

1.37.3.          The Discipline committee shall comprise National Umpire (chair), the County Region Umpire or County Region Chairman concerned and three other members each of whom shall be either a National Officer or a County Region Chairman.

1.37.4.          An Individual Member, Affiliated League or Club, charged with conduct detrimental to the Association, may be suspended from some or all of the privileges of membership or expelled by a vote of two-thirds of the members of the MC present at a meeting of the MC called for that purpose.

1.37.5.          The nature of the charge shall be communicated to the individual, Secretary of the league or club at least 14 days before the date of the said meeting.

1.37.6.          Any individual, league or club so charged may submit an answer to the charge in writing to the MC or attend the meeting to do so. Any club or individual so charged has the right to be fully represented and to call witnesses.

                        Dissolution

1.38.           The Association may be dissolved at any time by consent of a majority of members voting in a Ballot of Members.

1.39.           Funds and assets can be transferred to successor bodies on their formation and on dissolution of the EPA.

1.40.           In the absence of designated successor bodies any funds and assets shall be donated to the Sports Council or, if there be no Sports Council, in such manner as the Association’s Council shall decide.

                         Alterations to Constitution

1.41.        Method

The constitution of the EPA may be rescinded or altered by vote of two-thirds of the Members present at a General Meeting or at an Extraordinary General Meeting called for that purpose.

1.42.        Proposals

Proposals to amend the constitution may be submitted by the Management Committee, County Regions, Affiliated Leagues or Registered Clubs.

1.43.        Time Limit

No proposal to amend the constitution which has been defeated, nor any of like effect, shall again be proposed until a period of two calendar years has elapsed.

            Administrative Rules

1.44.        Annual General Meeting (AGM)

1.44.1.        Date And Place

The AGM shall, subject to Clause 5.4.5 of the Constitution, be held in the month of October or such other month and at such place as the MC may from time to time determine.

1.44.2.        Preliminary Notice

At least 48 days before each AGM, the National Secretary shall publish the date, time and place of the meeting. Those entitled and wishing to put proposals to the meeting shall submit their motions to the National Secretary at least 24 days before said AGM.

1.44.3.        Notice

At least 18 days prior to the meeting the National Secretary shall send by post to each Registered Club, Affiliated League and County Region Association notice of the meeting and the agenda of the business to be transacted and details of any motions submitted in accordance with the Constitution and Rules.

1.44.4.        Agenda

The agenda shall be:

to confirm the date of notice of meeting.

to receive apologies for absence.

to approve the minutes of the previous Annual and any subsequent General Meeting.

to receive the President's Report.

to receive and, if so resolved, adopt the Association's accounts and the Auditor's and Financial reports.

to determine the rates of registration fees and subscriptions.

to consider and, if so resolved, approve motions submitted in accordance with the Constitution and By-laws

(a) to amend the Constitution, (b) proposed by the MC, (c) proposed by County Regions, Affiliated Leagues and Registered Clubs

The MC shall decide the order in which motions will be considered and may recommend consolidated motions.

to declare the election of National Officers.

to elect delegates to the British Federation

to appoint an Auditor or Auditors; to appoint Arbitrators

to consider such other business as the Presiding Officer may admit. No vote to be taken.

1.45.        Annual Congress of Members

1.45.1.        Date And Place

The Annual Congress of Members shall, subject to Clause 5.4.6 of the Constitution, be held in the month of June or July at such place as the MC may from time to time determine.

1.45.2.        Preliminary Notice

At least 48 days before each Annual Congress of Members, the National Secretary shall publish the date, time and place of the meeting. Those entitled and wishing to put proposals to the meeting shall submit their motions to the National Secretary at least 24 days before said Annual Congress meeting.

1.45.3.        Notice

At least 18 days prior to the meeting the National Secretary shall send by post to each Registered Club affiliated League, and County Region Association notice of the meeting and the agenda of the business to be transacted and details of any motions submitted in accordance with the Constitution and Rules.

1.45.4.        Agenda

The agenda shall be:

to confirm the date of notice of meeting.

to receive apologies for absence.

to receive Officers' Reports.

to consider and, if so resolved, approve motions from Clubs, Affiliated Leagues and County Regions submitted in accordance with the Constitution and Rules.

to hold an open forum.

to consider such other business as the Presiding Officer may admit. No vote to be taken.

1.46.        Extraordinary General Meeting (EGM)

1.46.1.        Convening

An EGM may be convened by the National Secretary by direction of the MC or upon a requisition signed by the Club Secretaries and delivered to the National Secretary on behalf of not less than 20 Registered Clubs and or Affiliated Leagues.

1.46.2.        Location

The meeting shall be held at such place as the MC shall decide.

1.46.3.        Failure To Convene

Should the National Secretary not convene an Extraordinary General Meeting within 36 days of receiving a duly signed requisition, the requisitioners may convene the meeting and shall have a claim upon the Association for all expenses reasonably incurred in convening it.

1.46.4.        Notice

The notice convening an EGM shall be sent by post to every Affiliated League, Registered Club and County Region not less than 28 days before the date of the meeting, stating the date, time and place thereof and the purpose for which it is convened.

1.46.5.        Quorum

No EGM shall proceed to business unless a representative of not less than 15 of the organisations convening the meeting are present within half an hour of the notified time of start. If the meeting was convened by the MC or Members then 20 members must be present within half an hour of the notified time of start.

1.46.6.        Business

An EGM shall not be competent to transact any business other than that specified in the notice convening it.

1.47.        Ballot of Members

A ballot of members by post will be held for contested elections and on questions put at the direction of the MC or on a motion of dissolution.

1.47.1.          Each individual member of good standing as recorded in the Register of Members on the date that the MC approves the ballot will be eligible to vote.

1.47.2.          Ballot and supporting papers will be posted to each eligible member at the address listed in the Register of Members.

1.47.3.          The ballot process may be run by the EPA or an independent organisation. If the latter then the following steps will be conducted according to the methods of that organisation.

1.47.4.          A guidance paper will be issued with each ballot form giving instructions on the completion of the ballot paper and a timetable for the issue of forms, last date of return of forms and date of declaration of the result.

1.47.5.          For security each returned ballot form must bear the member’s membership number and signature in order to be counted as valid.

1.47.6.          Each member may only vote once although a duplicate form may be obtained in the event of errors.

1.47.7.          The completed voting form(s) should be returned to the address and by the date designated in the voting guidance issued with the forms.

1.47.8.          The scrutineers of the postal vote, including the verification and counting of votes cast, will be a panel of not less than three of the existing Arbitrators of the EPA nominated by the National President.

1.47.9.          Should there be insufficient Arbitrators available to form a panel then the National President will nominate worthy individual members to carry out this task.

1.47.10.       The result will be published within 2 days of the count.

1.47.11.       The Arbitrators will be responsible for hearing any appeals relating to the outcome of the voting process. 

Adopted on

Supporting Documents

British Federation Description

English Petanque Association Description

Draft Federation Constitution

Draft EPA Constitution