Buckeye Bop Club

Club Bylaws

Rules of the road for the club's board of directors.

Approved by the Membership April 20, 2010


Name:  The name of the Club shall be the Buckeye Bop Club.  It may also be referred to as the "BBC" or the "Club."

Legal Entity:  The Club shall be incorporated in the State of Ohio as a non-profit social corporation and shall maintain a registered agent in the State of Ohio.

Fiscal Year:  The fiscal year of the Club shall be the calendar year.

Rules & Regulations:  The Club Rules & Regulations shall consist of the Articles of Incorporation, Bylaws, and any written Policies the Club’s Board may adopt.

Policies and Procedures: The Board may adopt Policies to define aspects of the Bylaws in more detail. Procedures shall be adopted that detail specific tasks for all Officers and others as needed.

Parliamentary Law:  The Club will use the current edition of Roberts Rules of Order as its parliamentary authority.  The rules will govern the Club in all cases in which they are applicable and consistent with the Club’s Articles of Incorporation and Bylaws and Policies.

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Club Objectives

Mission: The Buckeye Bop Club is dedicated to swing dancing for the social enjoyment, fellowship and interest of its members and non-member guests.

Education: The Club will provide weekly dance lessons before the dance, as well as periodic workshops and other offerings.

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Active Members in Good Standing are those who have submitted the proper application for membership to the Board, who have paid the required dues, and whom a majority of a Quorum of the Board has approved at any Regular or Special Board meeting.  Applicants will be notified of their acceptance or rejection within thirty (30) days of application and payment of dues.  If the Board does not accept a membership, all dues paid will be refunded to thenew member applicant.

A new or renewing member will be a member of the Club from the date of application and payment of dues and board approval until August 31. The board may provide for more than one type membership.

Fees and Dues:  The Board will determine the annual membership dues, which are intended to cover the costs of operating the Club.

In addition, the Board has the right to allow members of out of town clubs, which the Board has approved, to enter the Club’s social functions at the same rate as Active Members in Good Standing.

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Membership - Requirements

Eligibility: The Board shall not discriminate against applicants on the basis of race, age, color, creed, religion, sex, disabilities, sexual preference, union or political affiliation, or national or ethnic origin. The Board reserves the right by a majority vote of a Quorum of the Board to accept or reject an application based on the Board’s determination of the best interests of the club.

Youth: Persons under 21 years of age may join the club with the understanding that the club has traditionally had its weekly dance at places that serve beer and liquor due to space availability and cost and that the establishment management is allowed under State of Ohio Liquor Control laws to limit or exclude the participation of persons under 21.

Rights:  Active Members in Good Standing have the right to attend all Club events and meetings, including Board meetings, vote in Club elections and run as a candidate for office if they meet the eligibility requirements defined in Article 10.

Upon request, Active Members in Good Standing are entitled to one copy of the Articles of Incorporation, the Club Bylaws, the annual financial report, and any Policies the Club may adopt

Responsibilities: Members are responsible for notifying the Club of any changes in address, phone number or email address.  Failure to do so waives their right to notice provided in these Bylaws and other Club Rules and Regulations

Liability and Limitations:  Members shall not be personally liable for the debts, liabilities or obligations of the Club.  However, any member(s) breaking or damaging any Club property will be required to pay the full replacement cost.

No member or non-member shall make use of or duplicate the Club’s name or the Club’s logo without approval from the Board. Members are prohibited from using the Club or the Club name for their personal gain or enterprise.  Solicitations of any kind or distributing information at Club functions are prohibited unless the President or Vice-President approves.

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Membership Resignation & Termination

Resignation:  A member may resign from the Club at any time, but resignation will not relieve the member from any obligations the member may have to the Club.  Unused dues will not be refunded.

Termination: The Board may terminate any member who behaves or acts in a manner that the Board determines inappropriate to the Club. The Board may also ban a person, member or not, from attending any Club events. Any terminated member has the right to appeal the decision to the Board.

Failure to pay Club dues by the due date automatically terminates the status of Active Members in Good Standing.

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Club Meetings

Social Meetings:  Dances may be held weekly.  The Board will determine the time and location.  The Board may cancel a weekly meeting when it is not practical to meet.

General Membership Meetings: Held quarterly to provide Active Members in Good Standing with reports from the President, Treasurer, Secretary, and the Board.  The President shall be the Chairperson at the meeting.

The Board will set the time and location for quarterly General Membership Meetings.  These meetings will ordinarily be held in April, July, October, and January.

Active Members in Good Standing will be notified of the date, time, and location from thirty to sixty (30-60) days prior to the meeting.  Notice will be given in one or more of these formats:  publication in the newsletter,e-mails to the addresses on file, flyers, or letters sent to the mailing addresses on record.  The failure of one or more Active Members in Good Standing to actually receive notice that the Club tried to send to all members will not affect the legality of any business conducted at the meeting.

If another social event or Special Meeting is scheduled in the same month as a quarterly meeting, the Board may cancel the quarterly General Membership Meeting.  Only one General Membership Meeting can be canceled in any twelve (12) month period.

A Quorum shall consist of fifteen percent (15%) of the Club’s Active Members in Good Standing.  Each Active Member has one vote.  Resolutions shall be accepted by a majority vote of the Quorum.  If a Quorum is not present, the resolution will be decided by a majority of a Quorum of the Board.

Special Meetings: The President or the majority of the Board can call a Special Meeting at which the President shall be the Chairperson.  Active Members in Good Standing must be notified in writing or by other means authorized in these Bylaws at least fourteen (14) days before the meeting unless an emergency exists where the time may be reduced to meet the emergency.  The purpose of the meeting must be stated in the notice.

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Board of Directors-Structure and Duties

Structure:  The Board shall consist of four (4) Officers and five (5) Directors that the Club’s Active Members in Good Standing elect at a General Membership Meeting.  The Officers shall be the President, Vice-President, Treasurer, and Secretary.  In the event of vacancies, the Board shall consist of the number of filled positions.

Common Duties:  In addition to the rules set forth in the Articles of Incorporation, Bylaws, and Parliamentary Authority, the Board may establish written Policies and Procedures that apply to the Club, its members, and anyone who attends Club functions.

All Board Members are expected to attend all Board meetings and all General Membership and Special Meetings of the Club.  They are also expected to attend all Club social functions.

President Duties:  The President supervises the affairs of the club as follows:

  • Presides and maintains order at all Club meetings.
  • Calls meetings in accordance with these Bylaws.
  • Understands and ensures enforcement of the Articles of Incorporation, Bylaws, Policies and Procedures.
  • Appoints and acts as an ex-officio member of all committees.

The President can authorize without Board approval expenditures up to one hundred dollars ($100) for any single item with a total of all purchases not to exceed two-hundred-fifty dollars ($250) in any thirty (30) day period.  The President is accountable for these expenditures. The President shall have a bank debit card and is authorized to sign checks.

The President alone has the authority to officially represent the Club and, with board approval, to enter into contracts on behalf of the Club.

Vice-President Duties:  Assumes the duties of the President in the President’s absence.  Assists the President in all duties and functions of the Club.

Treasurer Duties: The Treasurer is authorized to sign checks, has a bank debit card, and is responsible for all of the Club’s funds. The Treasurer is responsible for all banking activity, receiving money, making payments, recording all financial transactions, monthly financial reports to the Board , quarterly fincial reports to the Membership and files any required tax forms. All payments shall be supported by receipts or Board Motions or Procedures except for refunds.

Secretary Duties:  The Secretary is the custodian of the Articles of Incorporation, Bylaws, Policies, Procedures, and the Minutes of all Club meetings.

Director Duties:  Directors perform the general duties assigned to all Board members including, but not limited to, chairing committees or serving as Board liaisons to committees or others.  Provide viewpoints during Board policy discussions.  Support all Club events and perform all other duties that the President or Board assigns.

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Board of Directors-Operations

Club Business: The Board will conduct Club business through Regular Meetings, Special Meetings, Committees, or other methods. The business and affairs of the club specified herein shall be conducted at any duly constituted meeting.  A duly constituted meeting means any regular or special meeting of the board or any of its committees as provided for herein.  A director or member shall be considered in attendance at a meeting if that director or member is present in person or by telephone.

Quorum:  A Quorum of the Board is required to conduct Club business.  A Quorum shall be a majority of the Board.  Unless stated otherwise in these Bylaws, decisions will be based on a majority vote of the Quorum of the Board.

Voting: Voting by directors shall be permissible by telephone, facsimile, regular mail or electronic mail.  A record of such vote made by telephone, facsimile, regular mail or electronic mail shall be made and kept as part of the corporation's documents. Vote shall be recorded under old business in the next Board Meeting minutes.

Regular Meetings:  The Board will meet monthly at a time and place that the Board determines.  The time and date will be published in the newsletter or by other means authorized by these Bylaws at least thirty (30) days before the meeting. Active Members in Good Standing may attend any regularly scheduled Board meeting as a non-voting, non-voice party.  If an Active Member in Good Standing wishes a voice on matters of Club direction, he/she must submit in writing to the President or Secretary no later than seventy-two (72) hours before the meeting the intent and purpose so that it can be included on the meeting agenda. The President will preside over the meeting.  If the President is absent, one of the following people will chair the meeting (if present) in the following order:  Vice-President, Treasurer, and Secretary.

Special Board Meetings:  The President or the majority of the Board can call a Special Meeting.  With the exception of emergencies, at least three (3) days notice must be given to all Board members.  The purpose of the meeting must be stated in the notice.

Reimbursement of Expenses:  The Treasurer will reimburse a Board Member for expenses the Board approved prior to the expenditure after the Board Member presents proof of the expenditure, e.g., statements, receipts, etc.  Expenses incurred by a Board Member without prior approval and/or without proper forms may still be reimbursed if a majority of a Quorum of the Board approves.  The Treasurer will also reimburse budgetary expenditures that the Board approved previously when the proper proof of the expenditure is presented. The Treasurer will reimburse an Active Member for Board-approved expenditures upon receipt of proof of the expense in the form of statements, receipts, etc.

Membership Database: The Membership Database is proprietary, confidential and shall be used only for BBC purposes. The complete and current Membership Database (names, addresses, phone, email, etc.) is to be in the possession of only the Club’s elected Officers or person(s) whom the President or a majority of a Quorum of the Board select(s).

Representing the Club:  The President or the Board must give prior approval to Board Members who communicate in any way with third parties of any kind, and who, because of the nature of their Board position, purport to speak for or on behalf of the Club on any matter where a commitment or obligation may be inferred or stipulated.  This does not preclude routine requests for information or questions providing the nature of the communication does not involve commitment or obligation of any kind on the part of the Club.

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The President has the power to appoint committees and assign duties as he/she deems necessary.  Committees do not have the authority to officially represent the Club or to enter into contracts.

Committees shall be Standing Committees or Ad Hoc Committees. The Secretary shall maintain a list of all committees with operational detail.

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Club Elections

Nominating Committee:  The President shall appoint a Nominating Committee that will select a maximum of two (2) candidates for each Officer position and a maximum of two times the number of Directors to be elected that year.  The committee will determine the eligibility of each candidate to become an Officer or Director and to complete the term of office as stated in these Bylaws.  The committee will announce the slate of candidates in the newsletter that is published prior to the General Election Meeting.

Eligibility:  Nominees must be Active Members in Good Standing for a period of 6 months prior to the election. Nominees may not serve as an Officer or Director of any other social dance club.  Nominees must be able to attend Club Board and Regular and Special Meetings.

Tenure:  Officers will be elected for a one (1) year term.  Directors will serve a two (2) year term with three Directors being elected one year and the other two Directors being elected the following year. There is no limit to the number of terms an Officer or Director may succeed themselves. The newly elected Officers and Directors will assume their duties immediately upon election.  Outgoing Officers and Directors will turn over to their successors any Club property or records in their possession at the end of their term of office and facilitate a smooth transition.

Election Committee:  The President shall appoint an Election Committee to be responsible for completing all tasks as prescribed in these Bylaws, which lead to a successful election.

Election Meeting:  An election will be held at the January General Membership Meeting. A Quorum (15%) of the Active Members in Good Standing must be present at the Election Meeting.  To be eligibleto vote, members must have joined and paid dues six months prior to the vote.

If a Quorum is not present at the Election Meeting, the Board will decide the election by a majority vote of a Board Quorum.

At the Election Meeting, the presiding Board Members will turn the meeting over to the Nominating Committee, which will introduce the candidates.

The Election Committee will conduct the election by secret written ballot.   No write-in nominations will be allowed.  Those candidates who receive the highest number of votes will fill the Officer and Director positions.

The Election Committee will count the votes immediately and announce the results to the members before the meeting is adjourned.  In the event of a tie vote, the Election Committee will oversee an immediate run-off electionto determine the winner.

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Vacancies and Removals

Filling Board Vacancies:  The procedure for filling vacancies that occur during the term of office is as follows:

President:  The position will be filled from the following list in the order shown:  Vice-President, Treasurer, and Secretary.

Other Officers and Directors:  The position will be filled by an Active Member in Good Standing by a majority vote of a Quorum of the Board.

Removing Board Members:  To remove an Officer or Director from the Board for any reason, a two-thirds (2/3) vote of all the remaining Board members is required.  The Board may remove any Officer or Director when in the Board’s judgment that removal would serve the best interests of the Club.

In addition, the Board may remove Officers or Directors who:

  • Miss three (3) Board meetings in a calendar year without good cause.
  • Violate the Club’s Articles of Incorporation, Bylaws, or Policies.
  • Act in a manner unbecoming of an Officer or Director.
  • Fail to perform their duties.
  • Breach the confidentiality of the Board.

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The Club will publish an official newsletter to meet the requirements imposed elsewhere in these Bylaws and to provide information of general interest.

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Bylaws Amendments

Board Approval:  All proposed Bylaw amendments must be submitted to the Board.  The Board must approve the amendments by a two-thirds (2/3) vote of all Board members before the amendment can be submitted to Active Members in Good Standing for a vote.

Notification:  Once the Board approves a proposed Bylaw amendment, Active Members in Good Standing must be given a minimum of thirty (30) days published notice.  The notice must state that the Bylaw amendment will be voted on at the next General Membership Meeting.

Approved by Membership:  The amendments must be approved by a two-thirds (2/3) vote of a Quorum of Active Members in Good Standing.  If a Quorum is not present at the meeting, the Board will decide by a majority vote of a Board Quorum. Voting may be by mail or other means.

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Dissolving the Club

Means:  The Club can be dissolved only by a majority vote of a Quorum of Members in Good Standing.

Process: The presiding Officers and Directors at the time will handle the dissolution.  In the event of dissolution, all physical assets will be sold.  Cash received from the sale and cash from the Club’s financial accounts after all outstanding obligations are satisfied will be donated to charitable organizations that the Board selects.