for the
INTERNATIONAL LUDO FEDERATION
(ILF)
Bylaws – International Ludo
Federation(Rev.2/16)
Table of Contents
1 Introduction
The International Ludo
Federation (ILF) embraces the Olympic Charter.
The Olympic Charter serves as guidance
for the ILF and defines the obligations of the three main constituents of the Olympic Movement, namely, the International
Federations, the National Olympic Committees, and the Organizing Committees for
the Olympic Games.
The Executive Officers and the Board of directors are committed to achieving and demonstrating high standards of corporate governance.
Key attributes of achieving best practice in corporate governance are:
· Oversight through
the Executive Officers
and Board of Directors that is structured and committed to adding value.
· A
commitment to ethical and responsible decision making. Safeguarding the integrity of the financial
reporting processes.
· Making timely
and balanced disclosures of all material
matters relating to the Federation’s
operations.
· Respecting the rights of the members
and stakeholders. Recognizing
and managing risk.
·
Encouraging enhanced performance of the Board
of Directors and the Executive Officers.
·
Recognizing the legitimate legal rights of stakeholders and Members.
· The following Bylaws have been enacted to assist in operating the Federation at all levels in
accord with these governance principles.
2 Principles of Operation
The Board of Directors and all Committees operate on democratic principles.
These Bylaws are a guide and reflect a common sense approach to the
business affairs of the Federation. If they need
to be varied in any way and the majority
agree, then for that specific purpose a variation is approved.
The Board of Directors may adopt its own rules and procedures but, in the absence of specific
rules, the Roberts Rules of order will
control procedures.
All matters will be determined firstly by consensus or if necessary to finality by a vote.
The person undertaking the role of Chief Operating Officer is responsible for ensuring
documentation prepared by the Office
for meetings are procedurally correct.
The Executive Officers
and the Board of Directors
may conduct urgent
business by email, telephone, or Internet conference call (e.g., a decision that cannot wait for the next Board meeting).
Email Votes will be managed
and counted by the Chair or a person specifically nominated by the Board of Directors from time to time to exercise that function.
An Email decision
may be sought subject to the following:
The proposal must specify the urgency of the decision
sought and provide
all necessary documentation, rationale
and background information to support the decision.
The time frames (dates for the discussion, date for when a vote will be called, and closing
date for the vote) will be detailed in the initial email calling for an email
decision. All deadlines are as of
midnight Greenwich Mean Time (GMT)
time on the date identified.
3 Meetings
The Executive Committee and
Board of Directors have the responsibility to carry on the work of the Federation between Annual General
Meetings (AGM). The Board of Directors provides
policy and administrative guidance
to the Chief Operating Officer
who oversees the day-to-day operations of the Federation.
Have at least two ordinary
meetings annually and meet at the time of the AGM.
Meet at other times as determined by the agreement
of the majority of voting members of the
Board of Directors. Extraordinary Meetings may be held if approved
by at least 50% of
the Board of Directors. The Chair or the person nominated by Board will arrange
for the timing and location
that is acceptable to a majority of the members.
The Role of the Executive Officers is to make any decisions between
Board of Directors Meetings appropriate to the circumstances required for conducting or overseeing the day-
to-day affairs of the Federation. Executive Officers are responsible to the
Board of Directors for the administrative and financial management of ILF.
Executive officers will normally schedule
at least 4 meetings per annum.
The Executive Officers will have power to meet and to deal with any
matters of an urgent nature which
may arise between meetings of The Board of Directors and to act under any instructions specifically delegated to it by the Board
of Directors or the AGM.
All meetings
may be attended by telephone conference or Internet
conference. Attendees by conference have the same voting rights
as the attendees in physical
attendance.
4 Notice of Meetings
Notice of the date time and venue of the Board of Directors Meetings
will normally be given a minimum
4 weeks in advance of the meeting.
In exceptional circumstances, the timing of the notice
may be varied by agreement of the majority
of Board members.
The Board of Directors will each year nominate
one Member to co-ordinate the calling
of meetings and achieve
a consensus if possible on acceptable dates and places.
This would normally be the Chair.
5 Agenda
The agenda of a Board of directors meeting and for any Committee
meeting will be circulated not less than two weeks before
the meeting at which it will be considered.
The relevant body may waive this two-week
requirement by agreement
of the majority of members.
The Chair, or a person so delegated will be responsible for putting together
the agenda at the request of the Board Members.
6 Duties of Members, Board of Directors, and Committees
NOTE: for the purposes of the
application of these duties, the term “BOARD” refers to all those people
serving on the Board of Directors or serving on any Commissions, Committees or
Working Groups.
Board Members must deal honestly with the ILF.
Board Members must not act fraudulently.
When attending any meeting of the Board or its Committees, members
thereof will not, under any circumstances, regard
themselves or be regarded, as representing or acting on behalf of their own or any other
affiliated Association. They will speak and vote on all matters only in the general interest
of the Federation and the sport as a whole.
The onus is on the Member to see that his or her personal interests
or the benefits of
decisions that might affect
the Board Member
should not be placed in conflict with the
interests of those of the ILF.
Board Members must be diligent
in attending to their legal duties, including familiarizing themselves with the requirements of the laws of the country in which ILF is based.
Board Members must become familiar with the Constitution, the Bylaws
and Board Procedures and all aspects of the ILF’s operations through attending Board meetings and reviewing the minutes of missed Board meetings.
Where advice of a specialized nature is required
by the ILF, Board Members may must
obtain services of qualified professionals.
Board Members are responsible for managing the ILF (e.g., developing policies
and direction, supervising
staff, and making operational decisions when requested or when necessary).
Board Members may delegate certain
responsibilities and/or authority, but they must accept
that they are accountable for the outcome.
Board Members must pursue the purposes and objectives identified in the Constitution.
Board Members must see that the books, records,
financial records and minutes of the
ILF are properly maintained.
Board Members will see that contracts
are appropriately approved
and signed.
Board Members must declare and avoid any conflicts of interest or anything that gives a Board
Member the appearance of receiving
a personal benefit.
Where a conflict of interest arises, it must be declared and the conflicted Board Member may not participate in any discussion or vote without
consent of the Board.
Board Members, once having been involved in a Board
Decision, have continuing obligations to the ILF which cannot be relieved by resignation from the Board.
It will be the duty of all members of the Board to make themselves
acquainted, as opportunity permits, with the opinions
of affiliated Associations on all matters
of interest to international Ludo.
It is the duty of all members of the Board to attend all meetings of
the Board and Committees to which they are appointed. Missing
3 ordinary meetings
of the Board requires the Board to consider
whether resignation is appropriate.
It is the duty of Board Members to maintain some association or
relationship with their Continental Confederation, Member Federation, or Member
Association governing body and to keep the Board informed of that commitment and, if the linkage is severed, to inform the Board, which
may request resignation.
7 Role of the Chief Operating Officer
The Board will appoint
a person to undertake the following functions
ascribed to the Chief Operating Officer (COO) in accordance with the appropriate Constitution Articles/paragraphs.
Responsibility for the day-to-day management and administration of the ILF is delegated to the COO who
serves as the chief administrative and financial official
of the ILF. The COO manages
the ILF in accordance
with the programs, strategies, budgets and delegations determined by the Board
of Directors and works to contribute excellence
in management and the growth of the sport.
8 Meeting Minutes
A copy of the minutes of each Board meeting
will be circulated to all members
of the Board as soon as practicable after the meeting
concerned, desirably within
fifteen working days.
The minutes of Committee
meetings will be circulated to all members of the Board and will be presented
to the next meeting of the Board for consideration. It will be the duty of the
Chair of each Committee to draw the Board’s attention to any recommendation
which covers a course of action beyond that Committee’s terms of reference. The
minutes of all Committee meetings will then be submitted to the Board for
adoption.
9 Confidential Nature of Documents
The Board may determine that
specific documents circulated to members of the Board and to its Committees are confidential and as a result will remain confidential to the members
of the Board and will also remain confidential to any person
co-opted to any Committee. These documents may include
agenda, minutes, and any reports
and appendices relating
thereto.
10 Traveling and Operational Expenses
Subject to approval of the Board and the availability of funds, the
President will be entitled to reimbursement of reasonable travel,
hotel and food expenses when engaged
in the business of the Federation. The President may also be entitled
to an allowance as stated
in the budget.
Subject to approval
of the Board and the availability of funds, the Board of Directors and Chairs of Committees will be entitled
to reasonable travel,
hotel, and food expenses
when engaged on the business of the Federation and they will also be entitled to reimbursement
of their operational expenses (such as postage and telephone costs). Committee
and Working Group members will
similarly be entitled to reimbursement of reasonable and necessary expenses, provided the expenses
are agreed in advance by the relevant
Chair.
Board members will not receive
travel expenses to the Board
and Committee meetings
in connection with an AGM where elected to the Board, having not been a
Board member immediately before that AGM.
Board members are however eligible
for expenses, including
travel, from the date of election until they leave office.
All claims for expenses will be lodged
with the COO either quarterly
or within one month
of the expenses being incurred, but not later than December 15 in the calendar year concerned, failing which it may be
deemed that there will be no claim. No claim may be made for any expenses met
directly by a Board Member’s government or member association.
Board Members cannot receive remuneration from the ILF directly or indirectly unless
specifically decided by the
Board and will be declared to the next AGM. Remuneration means payments other
than the ordinary entitlements.
11 Committees
The names and functions of each Committee will be
determined annually. The President
and Vice President will be
ex-officio members of every Committee.
12 Bank Account
The Federation's banking accounts
can be opened, as deemed fit, with the recommendation from the Board, or the Finance Committee
if it exists, and be approved by the Board
of directors.
The signing authority of such banking
accounts and the individual(s) holding
such authority will be recommended by the Treasurer, or Finance Committee if it exists,
and be approved by the Board of Directors.
No signatory may sign or authorize
a payment in their own
favor.
All checks or electronic payments over $500 USD require
authorization by either the Board or
Executive Committee. Authorization may be obtained
by electronic means.
13 Proxy Voting
No proxy voting is permissible
at any meeting of the Board of Directors or its Committees.
14 Election of Associate Members
In order to avoid
delay when some time must elapse before
Board of Directors can meet, the Chair will have power to consider an application
for election as an Associate member, and
if in the Chair’s opinion, such an
application is in order, to elect
the applicant subject to confirmation by the Board of Directors
This Bylaw is expected
to be interpreted in the spirit within which the sport is to conduct
its business which includes
consensus, ethical behavior and with an expectation of growing the sport.
Should formal interpretation of any Bylaw be required, that will be undertaken
by the body or person designated by Board of Directors. “Committee” means any body
formed by Board of Directors including Commissions, Committees, Working Groups
and Tribunals as appropriate. All such groups will operate in accordance with the
Constitution which underpins the basic principles of the Federation's approach
to ethics.
The Federation will allow no political, religious, racial, age, or gender
discrimination to affect
its decisions or actions. People who deal with the Federation or share in its activities in any capacity commit themselves by their
actions to behave
in a correct and ethical
manner.
2 Board of Directors and Staff Code of Ethics
This section details the expected standards
of conduct for ILF Board of Directors, players
and officials, and the associated disciplinary and appeal processes to
be used in case of alleged misconduct.
Personal gain.
Unacceptable personal misconduct.
Failing to co-operate with disciplinary process.
Failing to highlight suspected misconduct.
3 Player's Code of Conduct
The purpose of this Code is to provide
player and referee
guidelines for establishing the boundaries for
player conduct. The guidelines will maintain an orderly and fair administration
and conduct for ILF-sanctioned events, and to protect the players’ rights and
the respective rights of the ILF, sponsors,
and public. The key to the code of conduct is for players to maintain
self-control and exercise good judgment with the goal to uphold the good name
of the ILF and the integrity of the global sport of Ludo.
This Code is applicable to all ILF-sanctioned events and the participating players.
All players, at all times, will be subject to this Code. Each player who
is entered or
nominated to participate in an ILF-sanctioned event will accept this Code and be bound by its rules of conduct.
Any player who commits any offense defined
in paragraphs 4 and 5 of this Code will be
deemed to have breached this Code. Breaches
of the Code constitute the basis for disciplinary action against the player.
4 Player Entry Offenses
Late withdrawal - Withdrawing from either the qualifying or main draw after publication of the draw without
evidence or proof of bona fide injury, illness,
bereavement or other emergency situation.
Playing another
event - Having
entered and been accepted into either the qualifying or the main draw of an ILF-sanctioned event and
playing in another Ludo event during the period of that event.
Playing after declaring non-availability due to injury - Withdrawing from a future
event due to injury or illness and playing in any Ludo
event during the period between the date of notification of injury/illness and the said event from which the player has withdrawn.
5 Player On-site Offenses
During any match or at any time while at the tournament venue during an ILF-sanctioned event,
not conducting oneself in an honorable and sportsmanlike manner.
Failing to comply
with the specific
clothing and advertising regulations of each tournament.
Failing to complete
a match in progress except
if the player is reasonably unable to continue the match due to injury,
health or extraneous conditions.
Late arrival for match that results in disqualification.
Withdrawing from any event in a tournament while still fit enough to compete on the same day in another event in that said
tournament (i.e., players may not default without good reason from one event to concentrate their efforts in another during
the same tournament).
Failure to use one’s best
efforts to win a match.
Trying to influence the decision of line judges.
Seeking coaching - Seeking coaching
during play except
as permitted under
the Rules.
Failure to attend
media conference - Unless injured
and physically unable
to appear, failing to
attend any post-match media conference organized after conclusion of each match
whether the player was the winner or loser,
providing that this does not interfere with the preparation for the player’s next match.
Violating ceremony protocol - When participating in the finals
of a tournament, not participating in the final ceremonies directly after the match or not wearing
the style of clothing (e.g. tracksuit, uniform)
requested by the organizers.
Audible obscenity - Using words commonly known and understood in any language
to be profane or indecent and
uttered clearly and loudly enough to be heard by the umpire or spectators.
Visible obscenity - Making of gestures
or signs that are recognized as obscene or offensive.
Abuse of the ball - Intentionally hitting
a ball dangerously or recklessly within or out of
the court, hitting a ball with negligent disregard for the consequences, or
deliberately damaging a ball.
Deliberately tampering with the ball to affect
its flight or speed
Abuse of paddle or equipment - Intentionally and violently destroying
or damaging paddles or other equipment, or intentionally and violently hitting
the net, court, umpire’s chair or other fixtures during a match
Oral abuse - Making a statement within
the precincts of the tournament site, directed at an
official, opponent, spectator or other person that implies dishonesty or is derogatory, insulting or otherwise abusive.
Physical abuse - Physically abusing
an official, opponent,
spectator or other person. Even the
unauthorized touching of such persons
may be regarded as physical
abuse.
Unsportsmanlike conduct - Conducting oneself
in a manner that is clearly abusive
or detrimental to the sport.
6 Player Major Offenses
If a player is convicted of any of the following
major offenses, the ILF Board of Directors will take
appropriate actions based on the following guideline.
Serious violation of a criminal law of any country, the punishment for which includes possible imprisonment, that player may be deemed
by virtue of such conviction to have engaged in conduct contrary
to the integrity of the sport of Ludo.
If a player has at any time behaved in a manner
severely damaging to the reputation of the sport, that
player may be deemed by virtue of such behavior to have engaged in conduct
contrary to the integrity of the sport of Ludo.
Wagers - Wagering
anything of value in connection with an event
in which one will be, or
is, competing.
Bribes or other payments - Offering, giving, soliciting, or accepting,
or agreeing to offer, give, solicit,
or accept, anything
of value to or from any person with the intent to influence
any player’s efforts or the result of a match in any ILF-sanctioned event.
1 General
In all processes of the Federation, the judicial bodies
of the Federation will provide
fair procedures to all parties involved
and will respect
their fundamental rights.
2 Disciplinary and Appeal Processes
Any evidence of misconduct to be sent in first
instance to Chief Operating Officer
(COO) (who may also institute proceedings using other evidence).
COO advises President
and the Board of Directors of alleged misconduct.
A Disciplinary Committee (DC) appointed by the Board investigates.
Investigation coordinated by DC with respondent having
the right to make representations and to supply evidence. DC may authorize personal hearing for serious or complex cases.
DC reports to full Board of Directors
with the decision, and if the misconduct charge is sustained by at least a majority
of the Board, the penalty.
Penalties can include
a suspension of ILF membership for a period,
and/or dismissal from ILF.
Where the penalty is dismissal from ILF,
Board of Directors (other than anyone charged with an offense) votes on
the penalty: a simple majority in favor confirms the penalty – failure to
secure a majority causes the penalty to be reconsidered by DC and a new penalty proposed.
Any appeal must be lodged with the COO within 14 days.
Any findings of guilt and penalty applied
may be made public at the discretion of the Board.
3 General Disciplinary and Appeal Processes
These Regulations are created by
the ILF to control how disciplinary action can be instituted.
The term “respondent” in these Regulations will refer to the player, competition official, or other
person who is alleged to have committed the offense in question. If a Member Association is alleged to have
committed the offense, “respondent” will refer to the representative designated by the Member
Association to represent it in the proceedings.
A protest or appeal will be submitted
in writing to the relevant
body and will set out the
facts, reasons and evidence on which it is based. It will be accompanied by a deposit
of
$100 USD or equivalent, which
amount will be refunded if the protest or appeal is allowed.
A decision is considered as delivered when received by the person
concerned or his member
federation. A protest or appeal
is validly made if it is received
before midnight (Federation headquarters time) on the last day of the deadline which,
unless otherwise specified, is 14
days after the relevant body has
delivered the decision.
The lodging of a protest or of an appeal will not have the effect of
suspending the decision at stake or any penalty imposed. However, the protester or appellant may
submit a request for suspension of the decision
or penalty and the body hearing the appeal or the protest
will rule on the request.
For all situations not covered by these Judicial Procedures, the judicial bodies of the Federation will apply United States law.
4 Disciplinary Committee
The Executive Committee has the power to appoint
a standing Disciplinary Committee to deal with
disciplinary matters as they arise
or to appoint a specific
Disciplinary Committee to deal
with a particular alleged offense.
A Disciplinary Committee
will comprise the Chair, who will
conduct any meeting of the Committee, and two other members.
All members of a Disciplinary Committee must be members
of the Board of Directors. Two members
must be present at a meeting to form a quorum, and the
Chair will have a casting
vote in the case of equality.
A member of a Disciplinary
Committee may not be a witness or give written evidence in a particular case, and must not have been an official at an event
where an alleged
offense took place, or a
witness to the alleged offense.
5 Disciplinary Process
It will be permissible to
consider an alleged offense using only written reports and evidence. In such cases, the Disciplinary Committee
must take its decision based only on the written reports and evidence, and any submission from the respondent or the respondent’s Member
Association. However, alleged
offenses against the dope-testing regulations must be heard at a meeting to
which the respondent concerned is invited.
Any respondent who is alleged to have committed
an offense must be informed
in writing via their Member Association of the fact that a Disciplinary Committee is considering the alleged
offense, and outlining the nature
of the evidence available.
For all but hearings for offenses
against the dope-testing regulations, copies of any written evidence or reports
will be sent with the letter about the alleged offense. This is to allow the
respondent to be aware of the evidence
and to permit a written
submission to be made stating
any facts and circumstances from the respondent’s
viewpoint, and/or the Member Association’s
viewpoint.
When a respondent attends a Disciplinary Committee meeting, the respondent will be entitled
to
be accompanied by an adviser
or representative, together
with an interpreter if desired, as meetings will be conducted
in English, the official ILF language.
6 Timescale and Venue
Any disciplinary Committee
meeting will be convened as quickly as is practicable following
receipt of evidence of
misconduct.
The venue for a Disciplinary Committee meeting will be set by the ILF.
At a Disciplinary Committee
meeting, any expenses of a respondent, any adviser or representative and interpreter, together with the expenses of any witnesses
called by the respondent must be met by the respondent or the respondent’s Member
Association.
Expenses of the meeting
room, administration, and travel and subsistence of the committee
and any persons requested to attend by the ILF will be met by the ILF.
7 Committee Meeting Guidelines
A Disciplinary Committee meeting
will be conducted without formal rules
of procedure, but adhering to the following general principles:
The Chair is in charge of the meeting and any rulings
from the Chair
are binding.
The only people who may be present at the meeting
are the Committee, a Minute
Secretary, the respondent, the respondent’s adviser or representative, an
interpreter, a representative of the respondent’s Member
Association, a person
introducing the evidence
to substantiate the alleged
offense, and a particular witness. Additional observers without the right of
speaking may be present at the discretion of the Chair.
The Chair will start the meeting by introducing those present and explaining each person’s
role.
A person introducing the evidence (who must not be a member of the Disciplinary Committee) will first of all summarize
the case against
the respondent and will then introduce the evidence
available. In the case of written
evidence, the respondent through his/her Member Association will be sent a copy a reasonable time in advance
of the meeting.
For each piece of evidence, the respondent, the respondent’s adviser or representative, and the
representative of the respondent’s Member Association will have the right to ask questions.
If a witness or expert is called, questions
may be asked of the witness by the respondent, the respondent’s adviser
or representative, and the representative of the respondent’s Member Association.
After the evidence against
the respondent has been presented, the respondent or the respondent’s
adviser or representative may introduce additional evidence or call witnesses or experts.
Any member of the Disciplinary Committee may ask questions of any witness.
The Committee has powers to call for evidence
and witnesses (including experts) as and when it deems fit, to assist in the proceedings.
After all evidence and witnesses have been heard,
the respondent or the respondent’s adviser
or representative will be given an opportunity to summarize the respondent’s point of view.
The Committee will consider their
decision with no other person
present.
If the Committee decision is
that the respondent is found guilty of the alleged offense then, before deciding
on any penalty, the respondent or the respondent’s adviser
or representative will be
given the opportunity to make a statement.
With no other person present, the Committee will consider what
penalty, if any, is to be applied,
and will then announce it.
The decision and any penalty will be confirmed in writing as soon as possible after the
meeting to the respondent through
the respondent’s Member Association.
The fact that a Disciplinary Committee meeting is being held, the name of the respondent and the proceedings themselves will normally be kept confidential by the ILF. This will not preclude
the ILF from confirming outline
details if it is evident that the media are aware of the meeting. The decision
of the Committee will be publicized at the ILF Board of Director’s discretion.
8 Appeals
The respondent (or the respondent’s Member Association) may appeal against
a Disciplinary Committee decision.
An appeal will only be valid if it is made in writing within
14 days of the Disciplinary
Committee decision.
The appeal will state the grounds for the appeal.
The appeal will be accompanied by a deposit
of $100 USD, which will not be returned to the
respondent.
The Executive Committee will appoint an Appeal Committee
to deal with each specific appeal. The Appeal Committee will consist of three members,
none of whom must have been present in any capacity at any
initial Disciplinary Committee that dealt with the particular case.
The general procedure
of the Appeal Committee will follow that of a Disciplinary
Committee.
An Appeal Committee
can reverse a finding of guilt, or can vary the penalty
imposed by the original Disciplinary Committee. Variation of a penalty can be to increase
or decrease any element of the penalty,
as the Appeal Committee at its sole discretion sees fit.
9 Penalties and Financial Compensation
The Constitution specifies the following: The judicial bodies
of the Federation have the power to make
decisions and impose penalties and can impose
the following penalties.
Reprimand - oral or written
issued by the Disciplinary Committee.
Exclusion or suspension - formal notice issued by the Disciplinary Committee.
Disqualification - formal
notice issued by the Disciplinary Committee.
Ban from competition - formal notice
issued by the Disciplinary Committee.
A combination of the penalties
listed above or other appropriate measures agreed by the
Board of Directors.
Any suspension is from all competitive events
for such time as is seen fit, including
possibly for life.
Suspension of a player or official may be imposed by the Executive Officers or Board of directors, where there is strong evidence
of serious misconduct, until a hearing
takes place.
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