A – ORGANIZATION

 

1 - NAME:  The name of the Club shall be Buckeye Bop Club.  It may also be referred to as “BBC” or the “Club.”

 

2 – LEGAL ENTITY:  The Club shall be incorporated in the State of Ohio as a non-profit social corporation and shall maintain a registered statutory agent in the State of Ohio.

 

3 – FISCAL YEAR:  The fiscal year of the Club shall be the calendar year.

 

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

 

5 – POLICIES & PROCEDURES:  The Board may adopt Policies to define aspects of the Bylaws in more detail.

 

6 – 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.

 

B – CLUB OBJECTIVES

 

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

 

2 – EDUCATION:  The Club will provide dance lessons before the weekly dance as well as periodic workshops and other offerings.                                          

C – MEMBERSHIP                                                                                                  

 

1 – ACTIVE MEMBERS:  Active Members in Good Standing are those who have submitted the proper application for membership to the Board, have paid the required dues, and have not been terminated.  If the Board does not accept an application, all dues will be refunded to the new member applicant.

 

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

 

2 – FEES & 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 (defined as clubs outside of Franklin County, Ohio) to enter the Club’s social functions at the same rate as Active Members in Good Standing.  Active Members in good standing will have priority over purchase of tickets for ten (10) days prior to the event before out-of-town club members. 

 

D – MEMBERSHIP REQUIREMENTS

 

1 – ELIGIBILITY:  The Board shall not discriminate against applicants based on race, age, color, creed, religion, sex, disabilities, sexual preferences, union, or political affiliation or national or ethnic origin.

 

2 – YOUTH:  Persons under 21 years of age may join the Club with the understanding that the Club may have events where alcoholic beverages may be consumed.

 

                                                                                                                          

3 – 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 Section C.1.  Upon request, Active Members in good standing are entitled to one (1) copy of the Articles of Incorporation, the Club Bylaws, and annual financial report.

 

4 – 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.

 

5 – LIABILITY & LIMITATIONS:  Members shall not be personally liable for the debts, liabilities, or obligations of the Club.   Any member 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 logo or the Club name for their personal gain or enterprise.  Solicitation of any kind or distributing information at Club functions are prohibited unless the President or Vice-President approves. 

 

E – MEMBERSHIP RESIGNATION AND TERMINATION

 

1 – 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.

 

2 – 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, whether a 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.   

                                                   

F – CLUB MEETINGS

 

1 – 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.

 

2- GENERAL MEMBERSHIP MEETING:  The Board will hold a General Membership meeting in September for the purpose of advising members of announcements as well as to request that if anyone wishes to serve on the Board, they have forty-five (45) days to submit their name to the President. 

 

3 – NOTICE:  Active Members in Good Standing will be notified of the date, time, and location of the General Membership Meeting thirty (30) days prior to the Meeting (August).  Notice will be given in one or more of these formats:  publication in the Newsletter, emails 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 receive notice that the Club tried to send to all Members will not affect the legality of any business conducted at the meeting. 

 

4 – QUORUM:  A quorum shall consist of fifteen percent (15%) of the Club’s Active Members in Good Standing.  Each Active Member has one (1) 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.

 

5 – ELECTION MEETING:  The Board will hold an Annual Election Meeting in December.  At this meeting, the current Officers will give annual reports to the Members.  The President will submit a slate of candidates.  (See Section J. 6.)

 

 

 

                                                                                                                    

 

6 – SPECIAL MEETINGS:  The President or a 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 the 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. 

 

G – BOARD OF DIRECTORS—STRUCTURE AND DUTIES

 

1 – STRUCTURE:  The Board shall consist of four (4) Officers and five (5) Directors that the Club’s Active Members in Good Standing elect at an Annual Election 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.

 

2 – 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, the General Membership Meeting, the Election Meeting and Special Meetings of the Club.  They are also expected to attend all Club social functions. 

 

3 – PRESIDENT DUTIES:  The President supervises the affairs of the Club as follows:

            a - Presides and maintains order at all Club meetings.

            b - Calls meetings in accordance with these Bylaws.

            c - Understands and ensures enforcement of the Articles of Incorporation,

                  Bylaws, and Policies and Procedures.

                                                                                   

            d - 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 alone has the authority to officially represent the Club and sign contracts on behalf of the Club with Board approval. 

 

4 – VICE PRESIDENT DUTIES:  The Vice President assumes the duties of the President in the President’s absence.  The Vice President assists the President in all duties and functions of the Club.

 

5 – TREASURER DUTIES:  The Treasurer’s duties include bank reconciliation and monthly profit and loss statements to the Board.  The Treasurer files any required tax forms.

 

6 – DIRECTOR OF FINANCE DUTIES:  The Director of Finance is responsible for the Club’s funds, depositing money, making payments, and recording financial transactions in the check register.  The Finance Director supplies this accounting information to the Treasurer.  

 

7 – SECRETARY DUTIES:  The Secretary is the custodian of the Articles of Incorporation, the Bylaws, the Policies and Procedures, and the Minutes of all Club meetings.  The Secretary sends the Minutes of all meetings to the Board for approval.  The Secretary sends reminders to the Board of all Board meetings.

 

8 – 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.  Directors provide viewpoints during Board policy discussions.  Directors support all Club events and perform all other duties that the President or Board assigns.

                                                                                                                      

9 - CHECK REQUIREMENTS:  The following are authorized to sign checks: President, Vice President, Treasurer, Secretary, and Director of Finance.  All checks require two (2) signatures.  No debit cards are permitted.  Online banking is only permitted for monitoring transactions, viewing account balances, or other automatic operating costs.  All reimbursements must be supported by a receipt and must be noted in the check register for future audit. 

 

H - BOARD OF DIRECTORS-OPERATIONS

 

1 – 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 the Director or Member is present in person or by telephone. 

 

2 - 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.

 

3 – VOTING:  Voting by Directors shall be permissible by telephone facsimile, regular mail, or electronic mail.  A record of such vote made by any of said means shall be kept as part of the Club’s documents.  Vote shall be recorded under old business in the next Board Meeting Minutes.

 

4 – 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 it in writing to the President or Secretary no later than seventy-two (72) hours before the meeting 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. 

 

5 – CLUB DOCUMENTATIONS:  The Club’s Board shall have a document annotating the following:

            a – Business contracts entered into by the Club or its Board, including, but not limited to, website consultants, administrators, hosts, social media consultants, administrators and hosts, and local resources such as dance studios and party event venues,

At a minimum, at least two (2) Board members shall have access to Business contracts.  These may be agreed upon or assigned during normal Board meetings and when contracts are approved by the Board. 

            b – All login requirements to any Business contracts entered into by the Board, including, but not limited to, website, social media, and dance studio, or as otherwise agreed upon by the Club’s Board during operations.

            c – Any additional passwords or other requirements necessary to continue Club operations in the event a Board member should become unreachable or incapacitated. 

 

6 – SPECIAL BOARD MEETINGS:  The President or a majority of the Board can call a Special Meeting.  At least three (3) days’ notice must be given to all Board Members, except in the case of emergencies.  The purpose of the meeting must be stated in the notice.

                                                                                                                      

7- 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 by a receipt or a statement. 

Expenses incurred by a Board Member without prior approval and/or without proper receipts may still be reimbursed if a majority of a Quorum of the Board approves.  The Director of Finance will also reimburse budgetary expenditures that the Board approved previously when the receipt or proper proof is presented.  The Director of Finance will reimburse an Active Member for Board-approved expenditures shortly after the receipt is presented. 

 

8 – MEMBERSHIP DATABASE:  The Membership Database is proprietary, confidential and shall be used only for Buckeye Bop Club 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 selects. 

 

9 – 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 or any matter where a commitment or obligation may be inferred or stipulated.

This does not preclude routine requests for information or questions provided the nature of the communication does not involve commitment or obligation of any kind on the part of the Club.

 

I – COMMITTEES

 

1 – Committees:  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 may be Standing Committees or Ad Hoc Committees.  The Secretary shall maintain a list of all Committees.                                                         

 

J – CLUB ELECTIONS

 

1 – Candidates:  In September of each year, any Member in Good Standing who wishes to serve as an Officer or Director shall submit their name to the President.  The President shall provide a list of all Candidates seeking office to the Club Active Members no later than forty-five (45) days in advance of the Club Election Meeting.

 

2 – Eligibility:  Candidates must be Active Members in Good Standing for a period of five (5) months prior to the election.  Candidates must not serve as an Officer or Director of any other social dance club.  Candidates must be able to attend Club Board meetings and Special Meetings. 

 

3 – Tenure:  Officers will be elected for a one (1) year term.  Directors will be elected for a two (2) year term commencing in 2026. 

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.

 

4 – Transition:  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. 

 

5 – Election Committee:  The President shall appoint an Election Committee to be responsible for administering ballots and counting the votes and completing all tasks prescribed in these Bylaws. 

 

 

                                                                                                                      

 

 

6 – Election Meeting:  An election will be held at the Election Meeting held on the first Tuesday in December.  A Quorum of fifteen percent (15%) of the Active Members in Good Standing must be present at the Election Meeting.  Said Members must have joined and paid dues the prior September to be eligible to 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 Board will turn the meeting over to the Election Committee who will introduce the Candidates. 

 

The Election Committee will conduct the election by 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 election to determine the winner.

 

K – VACANCIES AND REMOVALS

 

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

 

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

 

b - 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.

                                                                                                 

c – 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 that removal would serve the best interest of the Club in the Board’s judgment.

 

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

1 – Miss three (3) Board meetings in a calendar year without good cause.

2 – Violate the Club’s Articles of Incorporation, Bylaws or Polices.

3- Act in a manner unbecoming of an Officer or Director.

4 – Fail to perform their duties.

5 – Breach the confidentiality of the Board.

                       

L – NEWSLETTER

 

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

 

M - BYLAWS AMENDMENTS

 

1 – Board Approval:  All proposed Bylaws 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.

 

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

 

                                                                                                                    

 

3 – Membership Approval:  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.

 

N – DISSOLVING THE CLUB

 

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

 

2 – Process:  The presiding Officers and Directors at the time will handle the dissolution.  In the event of a 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 a charitable organization that the Board selects.

 

Date approved by the BBC Board and Members:  May 12, 2026