Bylaws

ILLINOIS STATE RACQUETBALL ASSOCIATION

BYLAWS
Adopted January 18, 1989; Amended October 13, 2013; Ratified 12/10/2013
Amended and Ratified 06/07/2016

ARTICLE I

Section I.1      NAME

The name of the non-profit organization is the Illinois State Racquetball Association (ISRA), hereinafter referred to as the ISRA, or the Association.

 

Section I.2      OFFICIAL EMBLEM AND SEAL/LOGOS

The Association’s official emblem and seal shall have inscribed thereon the name of the Association, and shall be in such form as may be approved from time to time by the Board of Directors. Refer to Addendum I — ISRA logos.

 

Section I.3      PURPOSE AND OBJECTIVES

  1. To unite in one local organization those persons who are engaged or interested in any phase of racquetball in Illinois.
  2. To correlate closely the racquetball activities being conducted by public and private parties in Illinois.
  3. To act as a central organization through which information relating to racquetball activities being conducted in the state and throughout the U.S. will be communicated.
  4. To formulate principles and standards for racquetball activities in Illinois, and to certify compliance to said standards through the use of “sanctioning.”
  5. To encourage public support of racquetball in the state of Illinois.
  6. To affiliate and cooperate with USA Racquetball (USAR) and other state affiliates. The ISRA may from time to time choose to affiliate and cooperate with other recognized racquetball associations.
  7. To encourage and increase the skill level and knowledge of the game amongst the players in the state.
  8. To award the running and promotion of major tournaments on behalf of the Association.
  9. To promote racquetball for juniors (21 and under) to perpetuate the growth and maintenance of the sport.
  10. To recognize member achievements via the Hall of Fame and Annual Awards programs. 

     

ARTICLE II – MEMBERSHIP

 

Section II.1     REGULAR MEMBERSHIP

Anyone who is a member of USAR and resides in the State of Illinois automatically becomes a member of the ISRA.

 

Section II.2 COMPLIMENTARY MEMBERSHIPS

Complimentary memberships shall be awarded from time to time by the Board and shall be awarded on the bases of importance to the game of racquetball, effort on behalf of the Association, public relations, or for other worthwhile reasons the Board may determine. Complimentary Memberships are for a period of one year. The ISRA must reimburse USAR for the cost of said membership.  Each Complimentary Membership must be renewed by annual vote of a majority of the Board of Directors.

 

ARTICLE III – STRUCTURE

 

Section III.1    VOTING MEMBERS

The voting members of the Association shall each have one (1) vote and shall consist of all regular and complimentary members as described in Articles II.1 and II.2. There shall be one (1) Annual Meeting per year that will take place during the month of June, at a time and place designated by the President.  Notification of the meeting shall be sent out to the entire membership at least thirty (30) days in advance. The President shall have the right to call additional meetings as he/she may determine necessary and shall notify the membership of said meetings by email, newsletter and/or posting on the Association website at least 30 days in advance. Further, by petition signed by fifty (50) voting members, the membership may request a special meeting to consider any special proposals or motions.  Such special meetings are subject to the same notification criteria as Annual Meetings.

 

Section III.2    OFFICERS

The officers of the Association shall consist of:

President

Executive Vice President

Vice President – North Zone

Vice President – Central Zone

Vice President – South Zone

Vice President – West Zone

Secretary

Treasurer

 

Section III.3    BOARD OF DIRECTORS

The Directors of the Association shall at all times consist of at least seventeen (17) people, and shall include the eight (8) above named officers, the immediate past-president of the Association, and at least eight (8) members elected at large.  Up to four (4) additional members at large may be appointed by the Board of Directors.   In the event that the past president be unavailable, or hold a current office, or an individual holds more than one office, the number of members-at-large shall be increased so that the total number of directors shall at all times be at least seventeen (17).

 
Section III.4 ELIGIBILITY TO SERVE

The Directors of the Illinois State Racquetball Association shall be members in good standing of USA Racquetball, at least 18 years of age, and a resident of the State of Illinois. Residency shall be determined per the following: a valid Illinois driver’s license and USA Racquetball membership profile reflecting an Illinois mailing address. Directors must not have a felony conviction or pled guilty to a felony and must possess past and present demonstration of good character. Directors must be willing to sign a release for a background check.

Section III.5    OPERATING COMMITTEES

As appropriate to current needs of the Association, the following operating committees and their respective chairpersons or co-chairpersons may be assigned by the Executive Vice President of the Association (in collaboration with the President and Board of Directors) and communicated to the membership of the Association. The President and the Board of Directors shall have the right, from time to time, to create new committees, remove or replace chairpersons or co-chairpersons, or create new co-chairpersons as he/she/they see fit; and the President shall be an ex-officio voting member of all committees:

Nominating Committee

Junior and High School Program Committee

Communications Committee

Grievances and Disciplinary Committee

Rules and Referee Committee

Eligibility, Ranking and Seeding Committee

Tournament and Sanctioning Committee

Collegiate Committee

League and Special Events Committee

 

ARTICLE IV – ELECTION OF OFFICERS AND DIRECTORS

 

Section IV.1   ELECTION OF OFFICERS AND DIRECTORS

The term of office for all elected officers and directors shall begin on July 1 following their election and run for a period of two (2) years.   

 

Section IV.2   DIRECTOR ELECTION PROCEDURES

The Nominating Committee shall present to the Board a slate of Directors to serve for a period of two (2) years. The Committee shall have confirmed that all those slated are in agreement to serve. The Committee shall notify the membership via the ISRA website and/or email communication prior to April 1 of the names of the individuals slated, the time and place of the meeting for election of Directors, and the method and deadline of receipt of additional Director nominations. Additional Director candidates must be nominated in writing by one or more ISRA/USAR members, endorsed by signed petition of at least 50 members, and received by the President prior to May 1. If there are any additional Director nominations, the President shall first verify that the nominee is in agreement to run and serve and shall give notice of said nomination to the public via ISRA website and email communication on or before May 15 but in no case fewer than 30 days before the Annual Meeting date. The election shall take place at the Annual Meeting in June, by ballot, with only members present voting.  If there are no additional nominations, the Nominating Committee’s slate shall be accepted automatically.  The President shall be responsible for the counting of ballots and shall vote only to break ties.  

 

Section IV.3   OFFICER ELECTION PROCEDURES

The President, Executive Vice President, Secretary, and Treasurer will be elected by and from the membership of the Board of Directors. This election will be decided by the majority of the votes cast by the Board of Directors present at a special closed meeting to be convened directly after the adjournment of the Annual Meeting. The Board will endeavor to stagger the terms of officers so that no more than two of the above named positions will expire in any given year.

 

Section IV.4   VACANCIES

Any vacancy on the Board of Directors or Officers shall be filled for the remainder of the term by a majority vote of the Board of Directors.

 

Section IV.5   REMOVAL FROM OFFICE

Any Officer or Board Member may be removed from office either during a special election held during a special meeting called by the membership or by a 2/3 majority vote of the entire Board of Directors.

 

 

 

ARTICLE V – DUTIES AND RESPONSIBILITIES

 

Section V.1    BOARD OF DIRECTORS

The duties of the Board of Directors shall include, but not be limited to, the following:

  1. To formulate policy for the Association
  2. To aid the President and Executive Vice-President in budgeting, setting fees and dues, and allocation of funds.
  3. To make selections for filling vacancies.
  4. To revise these Bylaws and the Constitution as necessary to insure the continued performance of the organization.
  5. To provide general support and direction to the Officers.           
  6. To carry on the day-to-day business of the Association, and to delegate the authority for making said decisions to those officers and committees as it may deem best for the handling of various business and decisions.
  7. To act as a final “Board of Appeal” for any decisions reached by the Grievance and Disciplinary Committee.
  8. All major decisions of the Board of Directors shall be made public through ISRA website, newsletter and/or email communication, though the Board may determine to withhold the name of individuals involved in grievances and complaints for the sake of propriety.
  9. Board members may attend meetings either in person or via teleconference or videoconference.  Board members must be present at a minimum of 50% of meetings per calendar year.  If at the end of any calendar year, a Board member has been identified as not attending 50% of meetings, he or she will automatically vacate his/her seat on the Governing Board. At the time a Board member has not fulfilled this requirement, the Executive Board shall determine whether the absences were acceptable. 

Section V.2    OFFICERS

  1. President.  It shall be the duty of the President to preside at all general and Board of Director’s meetings and to vote only to break ties.  The President shall be the principal administrator of the Association; a voting ex-officio member of all committees; the chief executive over all volunteer and paid staff; and the chief spokesperson for the Association.
  2. Executive Vice President.  The Executive Vice President shall preside in the absence of the President, and in such event, shall have all the duties and rights of the President.  In the event of vacancy of the office of President, the Executive Vice President shall fill the position until an election can be held to fill the remainder of the vacated term of the President.  In addition, the Executive Vice President shall administrate formulation and communication of committees and shall take on other duties as the President may require from time to time.
  3. Zone Vice Presidents.   The Zone Vice Presidents shall be the Association’s representative to their respective area of the State and shall be responsible to report to the President information regarding racquetball activities and events in their respective areas that might be pertinent to the Association. The Zone Vice Presidents shall act as goodwill ambassadors on behalf of the ISRA to their respective communities and shall encourage the use of USAR Sanctioning and the following of ISRA established goals and policies.
  4. Secretary.  The Secretary shall be responsible for the maintenance of these By-Laws, minutes of Board of Directors meetings, and other administrative duties necessary for the functioning of the Association.
  5. Treasurer.  The Treasurer shall be responsible for keeping and reporting on the financial transactions of the Association, alerting the President as to any budget violations, and creating an annual budget.

 

Section V.3    CHAIRPERSONS AND COMMITTEES

Each Chairperson (or Co-chairperson) shall be the head of his/her own committee and shall have duties as defined hereunder and as revised by the President or Executive Vice President of the Association.

 

  1. Nominating Committee.  To offer a proposed slate of officers and directors. The committee shall consist of a chairperson and at least two (2) others selected by the President and shall offer its slate to the Board prior to April 1 every year.
  2. Junior and High School Program Committee.  To promote the interest of junior players (18 and under) in the state and represent their interests to the Association.
  3. Communications Committee.  To see that the goals of the Association are advanced in the media, and to see that the public is informed of the ISRA’s activities.  This committee administrates communication to the Association’s membership via the ISRA website, newsletter, email, and any other print, digital or video media.
  4. Grievances and Disciplinary Committee.  This committee shall consist of a chairperson, and at least four (4) others selected by the President, who will receive written complaints about the activities of actions of individuals, court clubs, tournament promoters and directors, tournament officials, or Officers and Board members of the Association.  If the Chairperson of the committee determines he/she has received a complaint that merits investigation or action, the committee shall investigate the complaint, notify all persons to whom the complaint is directed and offer them a fair and impartial hearing, and may then take action as it deems necessary.  Said action shall include suspension or revocation of membership for any specified length of time, or may be in the form of a warning, or take the form of an “official” denunciation.  With regards to complaints about the actions and activities of Officers and Directors, the Grievance Committee may only censure or request action to be taken by the Board.  In all cases, all decisions shall result in notifying the parties involved of the committee’s action.  After said notification, any party not in agreement with the committee’s decision may appeal to the Board within thirty (30) days, whereupon the President shall call a full meeting of the Board to hear testimony.  The Board may then, by majority, make final disposition of the matter. 
  5. Rules and Referee Committee.  The primary responsibility of this committee shall be to educate the players and referees in Illinois about the rules and the application thereof.  The committee shall also provide officials to sanctioned tournaments for the purpose of seeing that the rules are followed properly, the players rights are protected, and to help educate the participants regarding the rules.  The committee shall also screen, test, and certify referees.  Further, the committee shall make interpretations and rules changes as it sees fit to improve the application of the rules in Illinois tournaments.
  6. Eligibility, Ranking and Seeding Committee. This committee will be responsible for helping tournament directors in the checking of bracket eligibility and to help ensure the fair and proper working of the ranking and seeding system.  The committee shall have the right to make any changes in the seeding for sanctioned tournaments, as it may deem necessary in an effort to balance the draw properly.
  7. Tournament and Sanctioning Committee.  To work with the directors of sanctioned tournaments to see that they have the materials and information they need for the proper running of the tournament.  Further, this committee shall determine which clubs and/or promoters shall be awarded the ISRA’s Championship tournaments. In order to insure the greatest success of these tournaments, a promoter may be chosen in lieu of the Association running the event.  If a promoter is chosen, the selection shall be made based on the promoter’s past performance, lowest cost and most benefits to the participants.  Site selection shall be based on the ability of the facility to handle the tournament properly. 
  8. Collegiate Committee.  This committee shall work with and encourage racquetball participation in the academic community.
  9. League and Special Events Committee.  The function of this committee will be to set policy, recommend to and control sanctioned leagues and any special events that may be assigned to this committee.

 

ARTICLE VI – FUNDS AND EXPENSES

 

Section VI.1   INCOME

The income of the Association will be derived from memberships and sanctioning fees, gifts, donations, grants, or other sources that may be available from time to time.  All monies will go into the general account of the Association with the exception of any monies that might be earmarked for special programs, which, at the Board of Directors’ option, may be kept in separate accounts and in all events will be accounted for in distinct and separate sub-accounts or ledgers in the Association’s financial records.

 

Section VI.2   EXPENSES

The ISRA shall spend money strictly for the purpose of achieving the goals of the Association; to reimburse officers, chairpersons, and other volunteers for out of pocket expenses only; for payment of any hired staff that might be needed; and for the overall operation of the Association; but at all times the expenditures shall be in compliance with a budget as set and approved by the Board of Directors.  However, the Executive Board can make day-to-day decisions regarding expenditures of up to $500.  Unbudgeted expenditures in excess of $500 must be approved by majority vote of a quorum of the Board as assembled.

 

ARTICLE VII – AMENDMENTS

 

Section VII.1 The Board of Directors shall have the right and privilege to amend these Bylaws with the following restrictions:

 

  1. A 2/3 majority of the Board shall be required to make any change.
  2. Any proposed Bylaws change must be sent in writing to all members of the Board and offer each Director the right to vote on acceptance of Bylaw amendment proposals if unable to attend a Board meeting.
  3. Upon passage of any revision to these Bylaws, notification of said change shall appear in print for the racquetball community to see, either in the form of a website message, newsletter or email communication.
  4. Unless and until a Board’s Bylaws revision has been overruled, the Bylaw change shall be in immediate effect and apply to all situations that might arise concerning the subject clause.
  5. The Board of Directors shall not have the right to change certain provisions of these Bylaws without the approval of the general membership (reference Section VII.g), and those provisions are:
    1. The goals of the Association as defined in the Constitution and in Article I, Section I.3;
    2. Voting rights of members as stated in Article III, Section III.1;
    3. Term of Officers and Directors as stated in Article IV, Section IV.1;
    4. The use of funds as described in Article VI, Section VI.2;
    5. The means and restriction regarding amendment of these Bylaws, as per this Article VII.
  6. In order to amend any of the five areas listed in Article VII, Section, VII.1f, the Board must first approve the proposed amendment by a 2/3 vote of the entire Board of Directors, then notification of said approval must be made in writing via newsletter, website, and/or email communication to the general membership at least thirty (30) days prior to a Board of Directors meeting.  At the Board of Directors meeting, the amendment(s) must pass by a 2/3 vote of the entire Board of Directors. 

 

Section VII.2  MEMBERS’ RIGHTS

The general membership of the Association shall have the right to call for a special meeting for the purpose of:

  1. Requesting a revision to these Bylaws;
  2. Overruling the Board of Directors and Officers on Bylaw changes, or on specific policies and decisions;
  3. Holding a special election for the purpose of replacing or removing one or more of the Officers or Directors of the Board.

 

In order to call for such a meeting, a petition shall be delivered to the President stating the specific motion and order of business to be discussed and voted upon; and said petition shall contain the signatures of no less than fifty (50) members of the Association.  Upon receipt of such a petition, the President shall set a time and place for such a special meeting within forty-five (45) days, and shall notify the membership of the meeting, the contents of the petition, and any other business slated for the meeting.

 

ARTICLE VIII – MEETINGS AND PROCEDURES

 

Section VIII.1MEETINGS OF THE BOARD OF DIRECTORS. The Board of Directors shall meet monthly, a minimum of ten months in each calendar year, and all meetings are open to the general membership. The Annual Membership meeting, at which elections will be conducted, will take place in June of each year.

 

  1. AGENDA. The agenda for all Board of Directors meetings shall be determined by the President, and he/she shall incorporate all petitioned business, other valid requests from the membership, and as much as possible, the agenda into the meeting notice. 
  2. VOTING.  A quorum of nine (9) members is necessary for all official votes unless otherwise specified in these Bylaws. The President shall vote only to break ties. 
  3. In the event that there is a single issue that requires a decision on the part of the Board, the President may poll the Directors in lieu of calling a meeting.  No decision shall be made in this fashion without obtaining the consent of a majority of all current Board Members.  When a decision is reached, the results of the poll shall be made available to all current Board Members within ten (10) days.

 

 

Section VIII.2   SPECIAL MEETINGS

 

  1. Refer to Sections III.1, IV.5, and VII.2 for references to Special Meetings in these Bylaws. 

 

  1. AGENDA.  The agenda for special meetings shall be determined by the President, and he/she shall incorporate all petitioned business, other valid requests from the membership, and, as much as possible, the agenda into the meeting notice.

 

  1. VOTING.  In no event shall the business of the special meeting be considered valid unless a quorum of twenty (20) voting members is present. The President shall vote only to break ties.

 

Section VIII.3RULES

The latest edition of Robert’s Rules of Order shall govern any and all meetings.

 

 

ARTICLE IX — INDEMNIFICATION

 

  1. Any person made or threatened to be made a party to any proceeding because he or she is, or was, a Director or Officer of the Association will be indemnified by the Association against any liability and reasonable expenses, including attorneys’ fees and disbursements, incurred by him or her regarding the defense or settlement of the proceeding or in connection with any appearance in the proceeding. 
  2. Article IX, Sec. (a) will not apply in any proceeding in which the Director or Officer is liable for negligence or misconduct in the performance of his or her duties.   
  3. Such rights of indemnification will not be exclusive of any other rights to which such Director or Officer may be entitled apart from this provision. 
  4. The Board of Directors will:
    1. Purchase and maintain, at the Association’s expense, Directors and Officers insurance on behalf of the Corporation and on behalf of others to the extent that power to do so has been or may be granted by statute. 

       

       

      ARTICLE X – BOOKS AND RECORDS

       

      Section 1:  Association Records

       

      The Association must maintain the following books and records at its registered office, principal place of business, or central location:

       

  1. Accurate and complete books and records of account; 
  2. The original copy of its bylaws including all amendments and alterations and any other association documents; 
  3. The minutes of the proceedings of either the Board of Directors or any Committees established by the Board of Directors; 
  4. All documents relating to the Association’s tax status; 
  5. Recent annual reports; 
  6. Copies of the association’s recent newsletters, journals or other publications; 
  7. Financial statements; and 
  8. All payroll and other personnel records relating to employment. 

    Section 2:  General Right of Inspection

     

    The books and records of account and records of the proceedings of the Board of Directors may be examined by any Director in person or by agent or attorney for any proper purpose, at any mutually agreed upon time.

     

     

    ARTICLE XI – MISCELLANEOUS

     

    Section 1:  Principal Office

     

  1. The principal office of the Association in the State of Illinois will be located at address of the Treasurer.   
  2. The Association will continuously maintain in the State of Illinois a registered office and a registered agent whose business office is identical with such registered office and may have other offices within or without the state. 

     

    Section 2:  Depositories

     

    All funds of the Association not otherwise employed will be deposited from time to time to the credit of the Association in any banks, trust companies or other depositories designated by the Board of Directors.

     

    Section 3:  Checks, Drafts, Notes, Etc.

     

    All checks, drafts or other orders for the payment of money and all notes or other evidences of indebtedness issued in the name of the Association must be signed by one of the officer(s) who have been given signatory authority by the Board of Directors.

     

    Section 4:  Fiscal Year

     

    The fiscal year of the Association will end on the last day of December of each year.

     

    Section 5:  Delivery of Notice

     

    Any notices will be considered to be “delivered” when any of the following occurs:

     

  1. Notice is transferred or presented to the proper party; 
  2. Notice is deposited in the United States mail with proper postage and is addressed to the proper party at his, her, or its address as it is listed in the records of the Association; or 
  3. Notice is transmitted by electronic means such as e-mail, facsimile, or any other contact information appearing on the records of the association that is authorized or approved in the articles of incorporation.

    Section 6:  Execution of Documents

     

  1. Every contract entered into, including any loans or other evidence of indebtedness, issued in the name of or on behalf of the Association must be authorized or ratified by a resolution of the Board of Directors. 
  2. Such authority may be general or confined to specific instances.   
  3. Except as otherwise provided by law, all checks, drafts, promissory notes, and other evidence of indebtedness issued in the name of the Association and all contracts, deeds, mortgages, and other instruments executed in the name of and on behalf of the Association must be executed and attested by such Officer or Officers of the Association and in such manner as shall periodically be determined by resolution of the Board of Directors. 

    Section 7:  Gifts

     

    The Board of Directors may accept on behalf of the Association any contribution, gift, bequest or device for the general purposes or for any special purpose of the Association.

     

    Section 8:  Stock

     

    The Corporation will not have or issue shares of stock. 

     

    Section 9:  Compensation

     

    No Director or Officer of the Association will receive, directly or indirectly, any income, profit, or other pecuniary benefit from the Association, except reimbursement from the Association’s funds for reasonable expenses incurred that, in the opinion of the Board of Directors, were properly incurred in performance of their duties on behalf of the Association, upon submission of proper documentation to the Board of Directors.

     

    Section 10:  Loans to Management or Employees

     

    The Association shall make no loans to any of its Directors, Officers, or Employees.

     

    Section 11:  Construction

     

    If any portion of these bylaws is found to be invalid or inoperative, then so far as is reasonable and possible:

     

  1. The remainder of these bylaws will be considered valid and operative; and 
  2. Effect will be given to the intent manifested by the portion held invalid or inoperative. 

    Section 12:  Effective Date

     

    These bylaws will be effective upon acceptance by the Board of Directors.

     

    Section 13:  Code of Ethics

     

    All Directors must sign and adhere to the ISRA Board of Directors Code of Ethics.

     

     

    ADDENDUM I – Official ISRA Logos