Buckeye Bop Club Bylaws
Amended January 30, 2006
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Name: The name of the Club shall be the Buckeye Bop Club. It may also be referred to as the "BBC” or the “Club.”
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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.
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Fiscal Year:The fiscal year of the Club shall be the calendar year.
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Rules & Regulations:The Club Rules & Regulations shall consist of the Articles of Incorporation, Bylaws, and any other written Rules and Regulations the Club’s Board may adopt.
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Purpose: The Buckeye Bop Club is dedicated to the promotion and preservation of “swing, jitterbug, bop, hustle and shag” dancing for the entertainment, fellowship and interest of the constituent members.
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Music: The Buckeye Bop Club is further dedicated to the promotion and preservation of “R&B, Shag, Beach, Hustle, and Bop” music by featuring these types of music 90% of the time that music is played at each function. To enhance the entertainment of members, additional types of music may be played for the fellowship of members in attendance at any function, including slow dances and popular line dances.
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Education: The Club will provide dance lessons for its members. The lessons will be primarily Swing, Jitterbug, and Shag, but other types of dancing may be included if the Board approves. The Club will also provide seminars and workshops that meet the Purpose of the Club
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Types of Memberships: The Club shall have two types of members: Active Members in Good Standing and Event Members. Both membership types are non-transferable and non-assignable.
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Active Members in Good Standing: 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 the new member applicant.
A new member will be a member of the Club from the date of application and payment of dues until the end of the following twelve (12) months. Thereafter, an Active Member in Good Standing will be renewed for additional twelve (12) months upon payment of the annual membership dues. Notice will be given to each renewing member at least thirty (30) days prior to date of renewal.
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Event Members: Those who pay the Event Member fee and become a member for one event. Dues apply only to that Club event. Event Members shall have no other rights or privileges, and they must obey the Membership Limitations as specified below.
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Fees and Dues: The Board will determine the annual membership dues, which are intended to cover the cost of the newsletter and administrative costs of operating the Club. The Board will also determine Event Member dues for each Club function.
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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Eligibility: The new member applicant must have reached the age of the majority in the State of Ohio (currently age twenty-one (21).
The Club 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. However, 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.
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Rights: Active Members in Good Standing have the right to attend all Club events and meetings, including Board meetings. They may also vote in Club elections and run as a candidate for office if they meet the eligibility requirements defined in Article 10.
Active Members in Good Standing are entitled to one copy of the Articles of Incorporation, the Club Bylaws, the annual financial report, and any special rules the Club may adopt.
Event Members have the right to attend specific Club events. They do not have the right to attend Club meetings (General, Special, or Board), vote on Club business, or run for office.
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Responsibilities: Members are responsible for adhering to rules of conduct that are based on freedom of speech, respect for the dignity of individuals and equality of justice for all, the principle of majority rule, the right of the majority to be heard and the duty to abide by the will of the majority. Anti-social behavior will not be tolerated at any Club event.
Members shall be responsible for their guests with respect to conduct, age and dress. Conduct and age requirements shall be the same for guests as for members at all Club functions where alcoholic beverages are served.
Members are responsible for paying their dues.
Members are responsible for notifying the Club President or Secretary of any changes of address. Failure to do so waives their right to notice provided in these Bylaws and other Club Rules and Regulations.
Members are responsible for dressing appropriately at all club events.
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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.
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 Board approves.
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.
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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.
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Termination: The Board may terminate any member who violates any provision of the Bylaws, agreements, rules, or practices of the Club. In addition, the Board may terminate members who do not agree with the Club’s objectives as stated in Article 2.
Failure to pay Club dues within one month of the due date automatically terminates a member. Members with outstanding dues can attend Club functions within that month, but they are not entitled to the other membership rights until their dues are current. Members with outstanding dues are not considered Active Members in Good Standing.
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Reinstatement: A terminated member may request reinstatement by submitting a written request to the Club’s Secretary. The Board may vote to reinstate membership upon such terms as they deem appropriate.
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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.
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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 in writing of the date, time, and location from thirty to sixty (30-60) days prior to the meeting. Written 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 twenty percent (20%) 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.
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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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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.
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Common Duties: In addition to the rules set forth in the Articles of Incorporation, Bylaws, and Parliamentary Authority, the Board may establish written Rules & Regulations 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.
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President Duties: The President supervises the affairs of the club as follows:
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Presides and maintains order at all Club meetings.
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Calls meetings in accordance with these Bylaws.
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Ensures enforcement of the Articles of Incorporation, Bylaws, and the Club’s Rules & Regulations.
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Appoints and acts as an ex-officio member of all committees.
- President can authorize without Board approval expenditures up to one hundred dollars ($100) 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 alone has the authority to officially represent the Club or to enter into contracts on behalf of the Club with prior board approval.
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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. Has a working knowledge of parliamentary procedure as defined in the Club’s Parliamentary authority. Understands the Articles of Incorporation, Bylaws, Rules & Regulations, and the Club’s operating procedures.
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Treasurer Duties: The Treasurer is authorized to sign checks and is responsible for all of the Club’s funds as follows:
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Receives and gives receipts for money due and paid to the Club.
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Deposits all money paid to the Club in such banks as the Board determines.
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Treasurer is responsible for financial information as follows:
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Reports on the financial status of the Corporation at quarterly General Membership Meetings.
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Provides a financial summary to the Board on a monthly basis.
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Makes available to the Board or its agents all books and financial records for periodic audits or verifications as the Board determines.
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Files documents and returns required by federal and state tax codes.
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The Treasurer assists the President in maintaining an up-to-date membership roster and performs other duties that the President may assign.
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Secretary Duties:
The Secretary is the custodian of the Articles of Incorporation, Bylaws, Rules & Regulations, and the minutes of all Club meetings. The Secretary brings copies of these documents to all meetings.
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The Secretary records minutes of all Club and Board meetings, provides a copy of the minutes to the Board no later than ten (10) days before the next Board meeting, and reads the minutes of previous meetings if requested by the President.
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The Secretary provides notification of meetings to the Board and the Club, reads correspondence received, and performs other duties that the President may assign.
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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 and/or attend Club events and perform all other duties that the President or Board assigns.
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Club Business: 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.
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Quorum: A Quorum of the Board is required to conduct Club business. A Quorum shall be a majority of the Board. That is, at least five (5) of the nine elected Officers and Directors must be present to conduct Club business. Unless stated otherwise in these Bylaws, decisions will be based on a majority vote of the Quorum of the Board.
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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 a part of the corporation’s documents.
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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.
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Regular Meetings: The Board will meet monthly at a time and place that the Board determines. The time and place will be published in the newsletter or by other means authorized by these Bylaws at least thirty (30) days before the meeting.
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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.
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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.
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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.
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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.
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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.
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Member Contact List: The Membership Contact List is proprietary and will be used only for BBC purposes. A complete and current membership contact list (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).
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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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Committees: The President has the power to appoint committees and assign duties as he/she deems necessary. However, committees do not have the authority to officially represent the Club or to enter into contracts. Committees may include but are not limited to the following:
Ways and Means, Newsletter, Club Events, Telephone, Hospitality, Membership, Charity, Dance, Mailing, Public Relations, Historian, Photographer, Elections, Nominating, Bookkeeper, Door Manager, Parliamentarian, Sergeant-at-Arms, Web-site.
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Music Committee: The President will appoint Active Members in Good Standing who are knowledgeable about music to serve on the Music Committee. Duties include but are not limited to the following:
Maintains all Club music and musical equipment.
Ensures that music is consistent with the Club Objectives stated in Article 2.
Solicits feedback from members.
Reports regularly to the Board.
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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.
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Eligibility: Nominees must be Active Members in Good Standing for a period of one (1) year prior to the nominations. Nominees may not serve as an Officer or Director of any other social dance club. Nominees must be able attend Club Board and Regular and Special Meetings.
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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.
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There is no limit to the number of terms an Officer or Director may succeed themselves.
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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.
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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.
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Election Meeting: An election will be held at the January General Membership Meeting. A Quorum (20%) of the Active Members in Good Standing must be present at the Election Meeting. To be eligible to vote, members must have joined and paid dues six months prior to the vote.
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If a Quorum is not present at the Election Meeting, the Board will decide the election by a majority vote of a Board Quorum.
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At the Election Meeting, the presiding Board Members will turn the meeting over to the Nominating Committee, which will introduce the candidates.
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The Election Committee will conduct the election by secret written ballot. No write-in nominations will be allowed. To be elected, an officer must win a majority of the votes cast by those present. Those who receive the highest number of votes will fill the Director positions.
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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 election to determine the winner.
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Filling Board Vacancies: The procedure for filling vacancies that occur during the term of office is as follows:
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President: The position will be filled from the following list in the order shown: Vice-President, Treasurer, and Secretary, assuming all in this list are elected Officers.
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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.
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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.
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In addition, the Board may remove Officers or Directors who:
Miss three (3) consecutive Board meetings without good cause.
Violate the Club’s Articles of Incorporation, Bylaws, or Rules & Regulations.
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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Purpose: The Club will publish an official newsletter to meet the requirements imposed elsewhere in these Bylaws and to provide information of general interest to its members.
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Publication: For the purposes of these Bylaws, a matter is considered published three (3) days after the newsletter has been mailed to the address on record of an Active Member in Good Standing or that of two members living at the same address. If mailed by other than first class mail, eight (8) days are required for the matter to be considered as having been published.
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Matters mailed via email shall be considered published if not returned within 24 hours.
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Board Approval: All proposed Bylaw amendments must be submitted to the Board. The Board must approve the amendment 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.
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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.
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Acceptance: The amendment 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.
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Means: The Club can be dissolved only by a majority vote of a Quorum of Members in Good Standing.
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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.