Bylaws of the EMS Road Docs of Illinois

ARTICLE I – NAME
1.01
Name
The organization shall be known as the “EMS Road Docs of Illinois.” It is also known as the “EMS RoadDocs Illinois” and “EMS RoadDocs IL.”
ARTICLE II – MISSION STATEMENT, MOTTO, HISTORY
2.01
Mission Statement
The mission of the EMS Road Docs of Illinois is to promote a spirit of camaraderie amongst members of the emergency services, first responder, and those closely associated with the medical communities through the common interest of community events, rides, and activities by providing a safe environment for fellowship while promoting safety and education, and instilling a positive image of our profession to the local community by hosting or supporting social, educational, and charitable programs within our communities.
2.02
Motto
The Motto of the EMS Road Docs of Illinois shall be “Great folks, doing great things.”
2.03
History
With our informal start on November 13, 2012, the EMS Road Docs of Illinois obtained IRS Rule 501(c)3 recognition as a Human Service Organization with tax exempt status in August 2014. We are an organization that is dedicated to the community in which we live and work. These Bylaws have been established and set forth by the Board of Directors of the EMS Road Docs of Illinois.
ARTICLE III – MEMBERSHIP
3.01
Membership
To be recognized as an EMS Road Docs of Illinois member a member must meet the following requirements:
(a)
Licensed or Certified. To be a full voting member of the EMS Road Docs of Illinois a member must maintain a current license or certification according to their membership class.
(b)
Participation. To be a full voting member of the EMS Road Docs of Illinois a member must participate in at least one Sanctioned Event and attend at least one General Membership meeting on an annual basis.
(c)
Maintain Records. A member is required to ensure that the Secretary of the Board of Directors is kept up to date with all contact information, licenses, and certifications relevant to that member as defined by the Board of Directors.
(d)
Probationary Members. A member who is a Probationary Member is not a full voting member. They may participate in events and attend membership meetings. A member has 90 days to remedy their Probationary Member status. A member becomes a Probationary Member when:
1.
New Members. A newly joining member, once accepted as a member, is a Probationary Member for a period of 90 days and will become a full member once they have otherwise met all of the requirements of membership for their class of membership.
2.
Existing Members. An existing member becomes a Probationary Member when one or more of the following occurs:
i.
Their License or Certification required to meet the membership requirements expires without being renewed.
ii.
The Board of Directors has taken remedial action concerning the member and placed the member on Probation with certain terms, as defined by the Board of Directors, to be met by that member during the term of Probation.
3.02
Classes of Membership
There are three classes of membership, as follows:
(a)
Professional Member. A Professional Member is a member who is licensed by a State or Federal authority designated to license and maintains levels of professionalism for those in the Medical Profession. Examples of such professional licensed persons include, but are not limited to, the following. Doctors, Nurses, Paramedics, Emergency Medical Technicians, Firemen. Professional Members can also be retired from the aforementioned professions or serve in the Law Enforcement or Civil Defense fields when approved on a case by case basis of the Board of Directors.
(b)
Certified First Responder Member. A Certified First Responder Member is a member who is currently certified in both CPR/AED and First Aid/First Responder certifications. Such certifications are issued by various accrediting authorities such as the American Heart Association, American Academy of Orthopedic Surgeons, or Accident Scene Management Institute. Acceptable certifications to qualify as an Associate Member shall be defined by the Board of Directors. The following conditions apply to Certified First Responder Members:
1.
Ride Support. A Certified First Responder Member shall not support any event as a representative of the EMS Road Docs of Illinois without the presence of a Professional Member also supporting that event.
2.
Member Ratio. Acceptance into the EMS Road Docs of Illinois of a new Support Member shall only be granted when more than 50% of the membership of the EMS Road Docs of Illinois are Professional Members.
(c)
Support Member. A Support Member is a member who is currently certified in CPR/AED. The following conditions apply to Support Members:
1.
Ride Support. A Support Member shall not support any event as a representative of the EMS Road Docs of Illinois without the presence of a Professional Member also supporting that event.
2.
Member Ratio. Acceptance into the EMS Road Docs of Illinois of a new Support Member shall only be granted when more than 50% of the membership of the EMS Road Docs of Illinois are Professional Members and when there are no pending Certified First Responder Members awaiting acceptance.
3.03
Becoming a Member
An individual interested in obtaining membership to the EMS Road Docs of Illinois shall:
(a)
Have Sponsorship. Sponsorship is required to become a member of the EMS Road Docs of Illinois and can be obtained in the following manners:
1.
Sponsorship. An individual known to an existing member of the EMS Road Docs of Illinois may sponsor any individual known to them to be a person who would meet the standards of a member of the EMS Road Docs of Illinois may sponsor said individual as a potential member.
2.
Familiarity. An individual who desires membership but does not have a sponsor and is not known by the members must become familiar with the membership by attending club events and activities and should make his/her intentions known to the Board of Directors as well as the chapter members. When and if the Board of Directors feels that the candidate is ready to become a member, a sponsor will be assigned to the potential member who will then mentor the potential member through the process of becoming a member.
(b)
Become Known. A person desiring to become a member of the EMS Road Docs of Illinois shall become known to the Board of Directors and the Members as a potential member by making their intentions to become a member known and by being present during events and meetings of the EMS Road Docs of Illinois.
(c)
Application. A person desiring to become a member of the EMS Road Docs of Illinois shall complete a membership application as well as complete any other requirements as may be set forth by policy statement of the Board of Directors.
3.04
Duration of Membership
A Member’s membership in the EMS Road Docs of Illinois shall continue as long as that Member maintains their membership in good standing or until one of the following occurs:
(a)
Resignation. A member may resign their membership by submitting a resignation letter, in writing, to the Board of Directors of the EMS Road Docs of Illinois. The Board shall recognize such resignation by providing the resigning member with a letter, in writing, acknowledging their resignation.
(b)
Expulsion. A member’s membership may be terminated by the Board of Directors of the EMS Road Docs of Illinois for cause following a hearing and a majority vote by the Board of Directors to terminate a member’s membership. A Probationary Member may have their membership terminated without cause following a majority vote of the Board of Directors.
3.05
Boundaries
Each member shall have no more power than their collective, individual votes except as otherwise provided for in the Bylaws.
ARTICLE IV – CODE OF CONDUCT
4.01
Code of Conduct
All members of the EMS Road Docs of Illinois are expected to conduct themselves in such a manner as to bring honor, integrity, and respect to the club at all times.
Any actions by a member deemed detrimental to the organization shall be cause for review by the Board of Directors subject to remedial actions by the Board of Directors which could result in that member’s suspension or expulsion from membership in the EMS Road Docs of Illinois. This article shall not be construed as limiting to the Board of Directors relative to their options concerning what remedial action to take with a member when it deems it is appropriate to do so.
A member who is the subject of any review by the Board of Director shall be provided with fair and reasonable opportunity to present an answer for their conduct which is under review.
All remedial actions by the Board of Directors shall be documented and a letter, in writing, stating the cause for the remedial action as well as the remedial actions taken shall be provided to the member for their acceptance.
ARTICLE V – MEETINGS AND EVENTS
5.01
Meetings
The EMS Road Docs of Illinois shall hold the following minimum meeting frequencies.
(a)
Board of Directors Meeting. There shall be at least one Board of Directors meeting annually.
(b)
General Membership. There shall be at least one General Membership meeting annually.
5.02
Meeting Notice
Members of the EMS Road Docs of Illinois shall be notified by both e-mail and through the organization’s website of upcoming meetings. Such notice shall be at least one week in advance of the scheduled meeting time and shall include, at minimum, the time and date of the meeting as well as the recognized address where the meeting is to be held.
5.03
Events
Events are scheduled throughout the year and will be posted on the organizations website. Such postings will serve as notice and will include the necessary specific information required for the members to be fully informed of the event. Members are required to attend at least one event annually.
Events are categorized into two basic categories:
(a)

Sanctioned Events. Sanctioned events are events where the EMS Road Docs of Illinois are either the hosts of the event or where the EMS Road Docs of Illinois has been asked by the host of the event, and the Board of Directors has approved said request, to support the event and/or provide services such as, but not limited to, First Responder support of the event.

Such Sanctioned events will be identified as “Sanctioned” on the organization’s calendar of events page of the website.

(b)

Non-Sanctioned Events. Non-Sanctioned Events are those events where the Board of Directors of the EMS Road Docs of Illinois has decided the event is worthy of the support of the organization.

Such Non-Sanctioned events will be identified as “Info” type events on the organization’s calendar of events page of the website.

5.04
Involvement

Members of the EMS Road Docs of Illinois are strongly encouraged to attend all meetings and events when possible.

The General public is encouraged to attend the Meetings and Events of the EMS Road Docs of Illinois as welcomed guests. However there are some meetings and events which are restricted to members only and such restrictions shall be noted on the website calendar notification for the meetings or events in question.

As an all-volunteer organization, the EMS Road Docs of Illinois is reliant on the participation of its members. Members are strongly encouraged to participate in the organization, planning, and execution of all events.

ARTICLE VI – DUES AND FEES
6.01
Dues and Fees

The Board of Directors of the EMS Road Docs of Illinois shall determine, as appropriate, any membership dues or fees required for a member to remain a member in good standing.

A schedule of Dues and/or Fees shall be provided and maintained on the organization’s website.

ARTICLE VII – BOARD OF DIRECTORS
7.01
Board of Directors

The Board of Directors of the EMS Road Docs of Illinois shall be comprised of the combination of both the Executive Board and the Committee Chairs.

The Board of Directors may modify the titles and number of positions for both the Executive Board and the Committee Chairs which make up the Board of Directors. Should the Board of Directors make any such changes they shall effect said changes, as necessary, to the bylaws of the EMS Road Docs of Illinois.

(a)
Executive Board. The Executive Board shall be comprised of the following Required Officers:
1.
President. The President shall be a Professional Member of the Organization. The President is responsible for the scheduling and chairing of meetings, setting the meeting agenda, defining the organizations functions, and overseeing the business of the organization.
2.
Vice President. The Vice President shall be a Professional Member of the Organization. The Vice President is responsible for assisting the President with the President’s duties and act in the President’s capacity when the President is unavailable. The Vice President will also participate in the recruitment of new members. The Vice President shall also perform any other such duties as required by the President or the Board of Directors.
3.
Secretary. The Secretary is responsible for the recording of the minutes for the organization’s meetings. The Secretary shall also perform any other such duties as required by the Board of Directors.
4.
Treasurer. The Treasurer shall maintain and/or oversee the financial records and reports of the organization as well as any necessary banking duties or other such financial related activities or requirements as may be necessary for compliance with applicable federal and local laws. The Treasurer shall also perform any other such duties as required by the Board of Directors.
5.
Membership Boardperson. The Membership Boardperson is responsible for new member recruitment, greeting and introducing guests at any meetings or events as well as maintaining appropriate member records such as contact information and license and certification expiration dates. The Membership Boardperson shall also perform any other such duties as required by the Board of Directors.
(b)
Committee Chairs. The Committee Chairs shall be comprised of the following Chair positions as well as any other chair positions which the current Board of Directors may deem necessary:
1.
Events Chair. The Events Chair is responsible for the organization and execution of the Sanctioned Events of the EMS Road Docs of Illinois.
2.
Medical Education Chair. The Medical Education Chair shall oversee the organization and execution of the education related efforts of the EMS Road Docs of Illinois.
3.
Road Captain Chair. The Road Captain Chair shall oversee and maintain the ride rules for the safe conduct of all rides which the EMS Road Docs of Illinois participates in.
4.
Web/IT Chair. The Web/IT Chair shall oversee and maintain the website and other electronic systems of the EMS Road Docs of Illinois.
7.02
Elections and Term of Office

All Board of Directors positions shall be elected by a majority vote of the full membership and the term of office for all elected positions shall last for a period of two years.

The following provisions are applicable to elections and terms of office:

(a)
Elections.
1.
All members in good standing shall have the right to nominate a qualified member for any of the Board of Directors positions.
2.
All members in good standing shall have one vote to cast for each position.
3.
A majority of votes from all votes cast shall decide the election for each Board of Directors position.
4.
Should there be a tie for any Board of Directors position the current sitting Board of Directors shall determine the member to be elected to that position from those who received the tie vote.
5.
The election shall be held one month prior to the expiration of any term of office.
6.
Newly elected Board of Director members shall take office one month following the election unless the election was to fill a mid-term vacancy at which time they shall immediately assume the duties of the vacant position once the election results are final.
(b)

Term of Office. The Term of office for all Board of Directors positions shall be for two years. There are no term limitations.

Should a position become vacant the organization’s membership shall be solicited for nominations of qualified members to fill the position and the Board of Directors shall appoint a successor from the nominees following due diligence.

(c)
Transfer of Leadership. Each outgoing Board of Directors member shall promptly transfer all materials, records, passwords, accounts, and other assets, whether real or intellectual, to the newly elected incoming member elected to fulfill the outgoing member’s position.
7.03
Powers
The Board of Directors shall oversee the day to day business of the EMS Road Docs of Illinois. Such duties to include, but are not limited to, the following:
(a)
Cooperation. They shall work together in cooperation in setting meeting dates and meeting locations which are convenient to the majority of the membership.
(b)
Meeting Content. They shall supervise the conduct and content of all membership meetings.
(c)
Remedial Actions. They shall address and resolve any remedial actions determined by the Board of Directors to be necessary concerning any member.
(d)
Required Quorum. All decisions must be by a majority of those present and must include at least three Executive Board members and two Committee Chairs participation in arriving at any actionable or binding decision.
(e)
AppealA ll decisions made by the Board of Directors shall be deemed final.
7.04
Boundaries
Board of Directors members shall have no more power than their collective, individual votes except as otherwise may be provided for in the Bylaws.
ARTICLE VIII – DISCIPLINARY ACTIONS
8.01
Disciplinary Actions
The Board of Directors shall create and publish a policy which establishes the reporting of matters to be referred for disciplinary actions, the construction of any board or committee authorized to hear said actions, as well as the conduct of that board or committee as it relates to any disciplinary actions.
ARTICLE IX – COLORS
9.01
Colors
The Board of Directors shall create and publish a policy which establishes the emblems, patches, and other insignia (colors) to be worn by the organization’s members. Such policy shall also define who is authorized to wear such colors, the manner in which these colors are to be displayed, as well as who has rights to the colors.
ARTICLE X – AUTONOMY
10.01
Autonomy
EMS Road Docs of Illinois operates as a sovereignty. As such, it is a completely separate entity not bound by any other similar or related organizations, brotherhoods, unions, etc. or their bylaws.
ARTICLE XI – LIABILITY
11.01
Liability
EMS Road Docs of Illinois accepts no liability for the actions, or consequences of such actions, by any individual member of the EMS Road Docs of Illinois.
ARTICLE XII – AMENDMENT OF BYLAWS
12.01
Amendment of Bylaws
These Bylaws may be amended by a majority vote of the Board of Directors.
12.02
Amendment Process
Amendments shall be proposed and enacted within the following framework:
(a)
Amendment Origination. Any member in good standing may propose an amendment by submitting a proposed amendment’s wording to the Board of Directors.
(b)
Duty of Board of Directors. Upon submission by a member of a proposed amendment the Board of Directors shall consider the proposed amendment and do one of the following by a majority vote:
1.
Accept the proposed amendment as submitted.
2.
Modify the proposed amendment and accept the modified version of the proposed amendment.
3.
Decline the proposed amendment.
(c)
Submit to Membership. Following acceptance of the (modified) proposed amendment the Board of Directors shall present the proposed amendment to the full membership for a comment period. Said period is to be defined by the Board of Directors and publicized along with the proposed amendment.
(d)
Ratify or Revise. Following the comment period the Board of Directors shall:
1.
Either ratify the amendment by a majority vote and make the appropriate changes to the Bylaws, or
2.
Revert back to the process defined in subsection (b) of this section for further revision of the proposed amendment before resubmitting the proposed amendment to the general membership.
12.03
Timing of Amendment
The Board of Directors shall determine the timing of the above process.