By-Laws

The Ohio University Women’s Club

 

ARTICLE I. MISSION

The Ohio University Women’s Club (OUWC) is committed to serving as a welcoming committee those new to the OHIO and Athens communities and as a social staple for long-term members.

The Ohio University Women’s Club (OUWC) does not discriminate against any person because of race, color, religion, age, national origin, ethnicity, national ancestry, sex, pregnancy, gender, gender identity or expression, sexual orientation, military service or veteran status, mental or physical disability, or genetic information.

ARTICLE II. MEMBERSHIP

Section 1. Membership: Any Ohio University employee, retiree, alumni, and spouse or domestic partner of Ohio University employees, retirees, and alumni shall be eligible for membership.

Section 2. Application Process: Prospective members must complete an online application, found on the OUWC’s website. In addition to the application, annual membership dues will be requested before submission is complete. The Board will review and admit all new members.

Section 3. Term and Membership Dues: The membership year follows the OHIO academic year, which is approximately August 1 to July 31. Membership dues are set annually by June 30 for the next year by the Board and are payable by September 30 of each year. New members joining between April 1 and July 31 of the current year shall be credited as dues paid in full for the upcoming year.

Section 4. Renewal: Memberships are renewed at the start of each new Club (academic) year on August 1. An email will be sent as a reminder to renew your membership by September 30. If dues are not received by September 30, membership will be forfeited. Former members in good standing are welcome to rejoin.

Section 5. Participation: Each member is encouraged to join interest groups, which serve as a foundation model for building a unique and supportive network for each member. The Board hosts multiple events open to full membership such as Newcomers Events, Fall-Kickoff, Winter Gathering, Spring Fling, and Summer Social.

Members are allowed and encouraged to invite guests and prospective members to a maximum of two events. These events may be interest group events or full membership annual events.

ARTICLE III. EXECUTIVE BOARD

Section 1. Board Purpose: The business affairs and activities of the OUWC shall be managed by the Board.

Section 2. Board Members: The Board shall consist of the following Officers: President, Vice President, Secretary, Treasurer, Communications Chair/Co-Chairs, Event Planning Chair/Co-Chairs.

Section 3. Duties of Board Members:

President: shall preside at all meetings and events of the Club; define the date and time of all regular and special meetings after consulting with the Board; serve as a member of the Ohio University Affinity Organization Council; represent the OUWC as needed at other events/organizations; responsible for performing and/or delegating other duties as needed.

Vice President: shall in the President's absence, preside at all meetings and events of the OUWC; oversee the Interest Group leaders and serve as a liaison between the Board and the Interest Group leaders; assist the President, as requested, in performing other duties as assigned.

Secretary: shall provide the meeting agenda and notification of all scheduled meetings to all Board; create and distribute minutes for meetings to the Board and submit approved minutes to the Communication chair to post on the website; keep record of meeting attendance and any votes; maintain OUWC archives; assist the President, as requested, in performing other duties as assigned.

Treasurer: shall be responsible for the fiscal management and financial records of the Club, including budget preparation, reviewing and processing the approval for expenditures, preparation of officially required financial reports, and all other financial responsibilities; provide a monthly report to the Board; maintain OUWC membership and recruitment; assist the President, as requested, in performing other duties as assigned.

Communication Chair: shall be responsible for all design and distribution of publicity related to the Club, including outreach to local news media for event coverage and recruitment; OUWC Facebook and website content; distribution of 2 (two) newsletters per year (fall and spring).

Event Planning Chair/Co-Chairs: shall plan all non-interest group events throughout the year; coordinate all event details, such as scheduling, invitations, decorations, facility set-up, etc.; present all event proposals to the Board for approval; assists the President, as requested, in performing other duties as assigned.

Section 4. Attendance: A Board Officer who misses more than three (3) meetings, unexcused, during a Club year, is subject to dismissal by a vote of the Board. Filling such vacancies should follow Article IV. Section 4.

ARTICLE IV. ELECTION OF BOARD

Section 1. Nominations: All Board Members will be proposed by nomination and elected by the membership.

Section 2. Officers: The Vice President and Treasurer shall be elected biennially (every two years) in even-numbered years. The Secretary, Communications Chair, and Event Planning Co-chairs shall be elected biennially in odd-numbered years. The Vice President assumes the office of President immediately following the term as Vice President. All terms are served in the academic year, which is August 1 to July 31.

Section 3. Eligibility: All candidates for the Board must have been an active, participating member in good standing for at least one year or have relevant experience for the position.

Section 4. Election Procedure: The President will solicit nominations from the full membership for open positions. Nominations will be accepted with the approval of the board and will be slated for electronic voting. Annual elections will be held in advance and announced prior to the end of the academic year.

Section 5. Vacancies: In the event of a vacancy in any of the elected positions, a special election will be held to complete the term not yet expired, excluding the position of the President. In the event of a vacancy in the position of President, the Vice President will succeed to the office for the term not yet expired and continue to serve the elected term. If the Vice President is unable to fulfill the duty as President, the position will be filled by a current Board member and shall serve only until the end of the term not yet expired.

Section 6. Special Elections: Special elections are held outside of the annual elections, following nomination and voting procedures per Sections 3 and 4 of this Article.

ARTICLE V. MEETING AND PROCEDURES

Section 1. Board Meetings: The Board shall meet monthly throughout the year, with the date and time fixed per Article III, Section 3, President.

Section 2. Special Meetings: May be called by the President or any other Board Member for sufficient cause.

Section 3. Annual Meeting: The Board shall host one annual meeting for the full membership. Reports from the Board shall be heard at the meeting, with additional items added by Board approval.

Section 4. Notice of Meetings: Refer to Article III, Section 3, Secretary.

Section 5. Quorum: A quorum for holding a meeting and conducting business shall be a minimum of four (4) Board members.

Section 6. Conduct: Parliamentary procedures shall govern at all meetings of the Board. Members should always respect the suggestions, ideas, comments, and concerns of other members at all times and attendees should avoid sidebar conversations or other disruptive behavior.

Section 7. Voting: Each Board member has one (1) vote, including the President. Voting will take place after a motion is received and seconded (based on parliamentary procedures). Voting may be conducted in person or electronically. Unless otherwise determined, decisions will require a 2/3 majority for passage.

Section 8. Agenda and Order of Business: Agendas are prepared by the Secretary based on input from Board members. The order of business for regular meetings shall be as follows:

  1. Call to Order
  2. Approval of Past Meeting Minutes
  3. Approval of Treasurer’s Report
  4. President’s Report
  5. Vice President’s Report and a. Membership Report
  6. Communication Report
  7. Event Report
  8. Adjournment

Section 9. Minutes: Refer to Article III, Section 3, Secretary.

Section 10. Bylaws: Bylaws shall not be enacted, amended, or repealed, except by recommendation and approval of the Board. Once approved and voted upon, all enactments, amendments or repeals will immediately be in effect. Final/current bylaws are posted to the OUWC website.

ARTICLE VI. INTEREST GROUPS

Section 1. Interest Groups: Groups in which members may participate. New groups are formed based on the interest of a member interested in leading a new group. You must be an OUWC member or invited guest to participate in the Interest Group activities.

Section 2. Leaders: Interest group leaders are confirmed and/or recruited annually by the Vice President, at the beginning of each academic year.

Section 3. Members: Members will select their interest groups to join with their annual renewal and dues. New members will select interest groups during the Fall Kickoff event or as they join the Club. Dues must be paid for members to continue participation.