BYLAWS OF SYNERGETIC SWEETHEARTS ROLLER DERBY 2025

 

ARTICLE I 

The name of the organization is the Synergetic Sweethearts Roller Derby (hereinafter called the “SSRD”). 

 

ARTICLE II - MISSION STATEMENT & PURPOSES 

SSRD is a full contact, flat track, skater-operated roller derby league. Founded in 2020,  our mission is to foster a strong connection with Northern Michigan Communities by serving a positive influence both on and off the track. We empower athletes by providing an inclusive and supportive team environment, bringing the same energy to community skating events. Together we are strong. We play as one!

1. Purpose-The primary purpose of SSRD is simple: to play roller derby and have fun. Profit is not an objective; all proceeds will be reinvested into the team or  charitable causes in the community. 

2. Focus- Roller derby is the core focus of SSRD. While the Business and organizational aspects are secondary, adherence to the bylaws is essential to maintaining the integrity and longevity of the team.  

3. Commitment & Responsibility – SSRD operates as a nonprofit, member-driven organization, relying on the collective efforts of all members to achieve league objectives. While we embrace a DIY (Do-It-Yourself) ethos, every member plays a vital role in ensuring the league’s success and longevity by acting in the best interest of SSRD.

 

ARTICLE III- MEMBERSHIP

Section 1. Eligibility

1. SSRD recognizes the following membership categories:

   1. Competitive Skaters - Skaters who actively participate in bouts and meet league requirements for training and attendance.

   2. Non-Competitive Skaters- Includes:

      • Coaches – Individuals responsible for training and guiding the team.

      • Officials – Referees and other game officials who ensure fair play.

      • Freshmeat – New skaters in training who have not yet qualified for competitive play.

   3. Non-Skating Member- Includes: 

      • NSOs (Non-Skating Officials) – Individuals assisting with game operations.

      • Volunteers – Individuals providing support in various league functions.

      • Medical Personnel – Professionals who attend practices and events to assist with skater safety.

 

1. Requirements 

   1. Membership Fee: All SSRD skaters are required to pay a monthly membership fee. Dues must be paid by the first practice of each month. Skaters who have not paid their dues will not be allowed to skate until payment is made. The amount of the membership fee will be determined by the league’s board of directors. Any changes to the membership fee will be communicated to all members in advance and will be used exclusively to support the league's mission, including rink time and operational costs. The league will maintain proper financial records to ensure transparency and compliance with 501(c)(3) nonprofit regulations.

   2. Skater Readiness: All Competitive SSRD skaters must be deemed ready for competition by the coach. Skater readiness will be assessed based on individual skill development, practice performance, and safety considerations. The coach will make the final determination of a skater’s readiness to compete.

   3. WFTDA Personal Accident Insurance: All SSRD skaters must have WFTDA Personal Accident Insurance to participate in contact drills and scrimmages/bouts. Skaters are responsible for obtaining and maintaining their WFTDA Personal Accident Insurance. The league will provide guidance on how to acquire the insurance, but it is the skater’s responsibility to ensure coverage is active and valid.

   4. Attendance & Leave of Absence: All SSRD members must remain active within the league. Members who are inactive for more than one month (30 days) will lose their spot within the league but may reapply. Leaves of absence must be reported to one of the Board of Directors (President, Vice President, or Treasurer/Secretary). All SSRD skaters are required to keep the Board of Directors updated on their current information and any changes (e.g., address, medical conditions). Medical conditions only need to be reported if they could affect participation in practices or games.

   5. Communication & Updates: All members are required to stay informed about league functions and updates. SSRD utilizes team chat in Messenger for official communication. Members who do not use Messenger must arrange for a designated team member to keep them informed. It is each member’s responsibility to stay up to date on important league information.

   6. Additional Requirements for Competitive Skaters: The team may vote to establish additional requirements for competitive skaters, such as attendance or other participation standards necessary for maintaining active status.

   7. Volunteer Expectations for Non-Competitive and Non-Skating Members: Non-Competitive and Non-Skating members are expected to volunteer at bouts in necessary roles to support the smooth operation of the game. This may include, but is not limited to, NSO positions, the merch booth, and other essential duties.

2. SSRD will also maintain a list of active volunteers and can call on them as needed for various tasks. 

 

Section 2. Voting Rights

Voting Rights – Only active SSRD members with completed membership packets (see attached documentation) shall have voting rights. Members must be part of SSRD for a minimum of three (3) months before gaining voting privileges. Voting members have input on league decisions, but the Board of Directors, consisting of the President, Vice President, and Treasurer/Secretary, will oversee final governance and major decisions.

Section 3. Membership Fees
Membership fees are required for all skaters, as outlined in the Membership Requirements section. The Board of Directors reserves the right to adjust fees as necessary and may request additional funds if SSRD funds are insufficient for future events.

Section 4. Committee Service
All members are required to actively participate in at least one standing committee to support the league's operations and growth.

 

ARTICLE IV -OFFICERS, EMPLOYEES, AND AGENTS 

Section 1. Officers
The Officers of SSRD shall be the President, Vice President, and Secretary/Treasurer. The Board of Directors may elect additional officers as needed to support league operations.

Section 2. Duties of Officers

Subject to the continuing authority of the Board of Directors, the officers of SSRD have the duties and responsibilities assigned to them by the Board of Directors from time to time. Unless otherwise determined by the Board, these will include the following:

1. President

   1. The President shall preside at all meetings and is responsible for the general management of the league and outlining league business to members.

   2. They shall act as the primary representative of SSRD in public and league matters.

2. Vice President

   1. The Vice President shall assist the President in their duties, preside in their absence, and perform such other duties as may be assigned by the President or Board of Directors.

   2.  The Vice President is an authorized signer for the league.

3. Secretary/Treasurer

   1.  The Secretary/Treasurer shall keep a full and complete record of the proceedings of all meetings and shall preserve all documents, reports, and communications connected with the business of SSRD.

   2. They shall send out all notices, compile records for bouts, and perform other administrative duties as needed.

   3. They shall collect and receive all monies, maintain financial records, and deposit funds in the name of SSRD in a bank approved by the Board of Directors.

   4.  They shall manage SSRD’s taxes, including making any necessary elections or filings required by SSRD.

   5. They shall ensure that all members are up to date on league requirements and may appoint someone to handle league insurance (e.g., WFTDA).

   6.  The Secretary/Treasurer is an authorized signer for the league.

   7. They shall also perform any other duties as assigned by the President or the Board of Directors.

Section 3. Appointment and Election of Officers

1. Officers may be appointed at the Annual Meeting by a majority vote of the Board of Directors.

2. Founders Clause:
   The founding members of SSRD — Jessica Harp, Chuck Harp, and Kathleen Byers — shall retain the right to hold officer positions indefinitely, unless they voluntarily step down or no longer meet the requirements of active membership. Founders may appoint successors to their positions if they voluntarily vacate their roles.

3. In the event of an officer vacancy outside of the founding positions, the vacancy shall be filled by appointment of the Board of Directors, with input from SSRD voting members if deemed necessary. Any individual appointed to fill a vacancy shall serve until the next Annual Meeting, at which point the position will be open for re-appointment.

4. To be eligible for an office position (outside of founders), a candidate must be an active member of SSRD for a minimum of twelve (12) months and must be appointed by a majority vote of the Board of Directors.

Section 4. Removal of Members, Officers, and Board Members

1. Grounds for Removal

   1. Any member, officer, or board member may be removed from their position for:

   2. Failure to meet membership requirements, including non-payment of dues.

   3. Conduct detrimental to the league, including but not limited to unethical behavior, harassment, or actions that violate SSRD policies, bylaws, or code of conduct.

   4. Repeated failure to fulfill assigned duties or responsibilities within the league.

2. Process for Removal

   1. Any SSRD member may submit a written request for removal to the Board of Directors, outlining specific reasons for the request.

   2. The Board of Directors, consisting of the Founders (Jessica Harp, Chuck Harp, and Kathleen Byers), will review the request and determine whether an investigation is warranted.

   3. If an investigation is necessary, the individual subject to removal will be notified in writing and given an opportunity to respond to the allegations within a reasonable timeframe set by the Board.

   4. After review of all evidence and responses, the Founders will hold a vote. A majority vote of the Founders is required to remove any member, officer, or board member.

   5. All removal decisions made by the Founders are final and not subject to appeal.

3. Immediate Removal

In cases of serious misconduct—such as violence, theft, illegal activity, or actions that endanger the safety of others—the Founders reserve the right to remove the individual immediately, without a full investigation. Such emergency removals still require a majority vote of the Founders.

Section 5. Other Agents and Employees

1. The Founding Board Members (Jessica Harp, Chuck Harp, and Kathleen Byers) may, from time to time, appoint such agents, committee leads, or employees as they deem necessary for the efficient operation of SSRD.

2. Each appointed agent or employee shall hold their position at the discretion of the Founders and shall have such authority, perform such duties, and receive such reasonable compensation (if any) as the Founders determine.

3. The Founders are authorized to delegate the authority and duties of any officer to any agent, committee lead, or employee if the business of SSRD requires.

4. All agents and employees shall serve at the discretion of the Founders and may be removed from office or discharged at any time, with or without cause. Removal without cause shall not prejudice any contract rights the agent or employee may have, if applicable.

ARTICLE V

BOARD OF DIRECTORS AND MEETINGS

Section 1. Composition

The Board of Directors shall consist of the three Founding Members:

• Jessica Harp

• Chuck Harp

• Kathleen Byers

These Founding Members shall serve as the sole voting members of the Board of Directors. No other SSRD members shall hold a seat on the Board unless formally appointed by the Founding Members.

Section 2. Term

The Founding Members (Jessica Harp, Chuck Harp, and Kathleen Byers) shall hold their positions on the Board of Directors indefinitely, unless they voluntarily step down, become unable to serve, or are removed by a unanimous vote of the remaining Founding Members.

Any additional officers or directors appointed by the Board shall assume office immediately upon appointment and shall serve until they resign, are removed, or are replaced at the discretion of the Founding Members.

Section 3. Duties

The Board of Directors, composed of the Founding Members (Jessica Harp, Chuck Harp, and Kathleen Byers), is responsible for the overall policy, governance, and direction of SSRD. The Board delegates responsibility for day-to-day operations to the Officers and Committees, under the oversight of the Founding Members.

The Board shall ensure that a report is made at the Annual Meeting of SSRD, in accordance with applicable Michigan State Statutes and/or Laws.

Section 4. Meetings

1. Regular Meetings
   The Board of Directors shall meet monthly at an agreed-upon time and location. Attendance is mandatory for active members. The purpose of these meetings is to ensure active involvement and transparency in all League matters. Members will have the opportunity to voice their opinions, and communication within the League will be 100% open. If there is considerable disagreement on an issue, the Board of Directors will conduct a majority rules league vote to resolve the matter.

2. Notice of Regular Meetings
   Regular meetings of the Board of Directors may be held with or without notice, as determined by the Board of Directors. However, members will be informed of the meeting schedules well in advance to ensure participation.

3. Annual Meeting
   The Annual Meeting is a key event where the members shall elect Directors-at-Large and Officers, receive reports on SSRD's activities, and set the direction for the League for the coming year. This is an important gathering to discuss progress and plan for the future.

4. Notice of Annual Meeting

   • At least thirty (30) days prior to the Annual Meeting, the Secretary shall notify all members of the slate of Officers and Directors-at-Large up for re-election.

   • All members are encouraged to nominate candidates for the slate of nominees by notifying the Secretary of their nomination at least two weeks before the Annual Meeting.

   • Notice of the Annual Meeting shall be in writing and include the agenda, location, date, and time.

   • The notice shall also include the slate of nominees for each position.

   • Notice shall be delivered by email or other means of remote communication to all members eligible to vote and each Director-at-Large.

5. Special Meetings
   Special meetings of the Board of Directors may be called by the President, at the written request of three Officers of the Board of Directors, or at the written request of ten members. These meetings may be convened to address urgent matters or decisions that require immediate attention.

6. Notice of Special Meetings

   • The notice of special meetings shall specify the purpose(s) for which the meeting is called.

   • Notice of special meetings shall be sent via email or other means of remote communication to each SSRD member.

   • Notices should be sent no less than three (3) days and no more than thirty (30) days before the meeting.

   • Notice is considered given when it is deposited in the United States mail, with postage prepaid, directed to the SSRD Member at their address on record, or e-mailed to the SSRD Member at their email address on record.

Section 5. Minutes

The minutes of the Annual Meeting or any special meeting of the SSRD shall be recorded and presented for review at the next succeeding meeting of the Board of Directors. The Board of Directors shall approve the minutes at that meeting, ensuring accuracy and proper documentation of the proceedings.

Section 6. Voting

Only members of the Board of Directors (the founders) shall have the right to vote on motions during meetings. Every Board member present at a meeting when a motion is under consideration shall vote on the motion unless excused.

1. Voting by proxy is allowed for Board members under the following conditions:

   • Proxies must be in writing and signed but need not be sealed, witnessed, or acknowledged.

   • Proxies shall be filed with the Secretary at or before the meeting.

   • Voting by proxy via email is permitted. The subject line must contain the word "vote," and the specifics of the vote must be clearly outlined in the email message. The proxy vote must be submitted to the Secretary at or before the meeting.

Section 7. Remote Participation

1. A member of the Board of Directors or a committee designated by the Board may participate in a meeting via conference telephone or other means of remote communication, provided that all participants in the meeting can communicate with each other.

2. Participation in a meeting through these means will be considered as being present in person at the meeting for all purposes.

Section 8. Conflict of Interest

Subject to the limitations in State Statute, any contract or transaction between SSRD and one (1) or more of the Directors, or between SSRD and any organization in which one (1) or more of the Directors has an interest, will be considered valid for all purposes if the following conditions are met:

1. The fact of the Director's interest, as well as all material facts of the transaction, are fully disclosed to the Board of Directors during the meeting.

2. The Board of Directors determines that the transaction is not unfair to SSRD.

Any Director with an interest in the transaction will be counted in determining whether a quorum is present, but will not be counted when calculating the majority necessary to carry the vote.

A Director is not considered an “interested” Director regarding matters involving an institution or its affiliates solely due to their affiliation with the institution.

Article VI: Committees

Section 1: General Committee Structure
The Synergetic Sweethearts Roller Derby team shall have the following standing committees: 

• Executive Committee

• Media and Marketing Committee

• Fundraising Committee

• Event Planning Committee

• Community Service Committee. 

These committees are responsible for managing and overseeing key aspects of the team’s operations. Each committee shall have a lead person appointed to manage activities within the committee. Committee members are required to sign the Skater Agreement, which outlines participation expectations, and the Committee Agreement, which details the responsibilities for each committee.

Section 2: Committee Membership
All members of the Synergetic Sweethearts Roller Derby team are expected to participate in at least one standing committee. Committee members will be assigned based on their preferences and the needs of the team, with final assignments made by the Executive Committee. The Skater Agreement must be signed annually by each member, which outlines their commitment to the team and expectations for committee participation, attendance, and general responsibilities. The Committee Agreement must also be signed by each committee member to confirm understanding of their specific duties.

Section 3: Committee Roles and Leadership

1. Executive Committee
   The Executive Committee is responsible for overseeing the overall direction and governance of the team. This includes financial management, establishing and updating team policies, maintaining bylaws, and ensuring team members are adhering to expectations. The Executive Committee provides leadership in decision-making and ensures the proper functioning of all other committees.

2. Media and Marketing Committee
   The Media and Marketing Committee focuses on the promotion of the Synergetic Sweethearts Roller Derby team through social media, press releases, advertising, and other marketing channels. This committee is responsible for creating and executing a comprehensive strategy to increase the team’s visibility and attract fans, sponsors, and community engagement.

3. Fundraising Committee
   The Fundraising Committee is tasked with identifying and organizing fundraising opportunities for the team. This includes coordinating events, seeking sponsorships, and managing the team’s financial needs. The committee works to ensure the financial sustainability of the team through strategic fundraising initiatives.

4. Event Planning Committee
   The Event Planning Committee is responsible for organizing all team events, including home bouts, community outreach, and team-building activities. This committee handles the logistics of event planning, such as venue booking, scheduling, securing volunteers, and coordinating the day-of activities to ensure everything runs smoothly.

5. Community Service Committee
   The Community Service Committee focuses on outreach efforts to engage with and support the local community. This includes organizing volunteer events, participating in charity drives, and promoting the team’s involvement in local initiatives. The goal of the Community Service Committee is to foster a positive relationship between the Synergetic Sweethearts and the local community.

Section 4: Committee Leadership and Responsibilities
Each committee will have a designated lead responsible for overseeing committee operations. The committee leads report directly to the Executive Committee and are expected to ensure that all activities are completed in a timely and efficient manner. Committee members are expected to contribute regularly to the work of their committee, as outlined in the Committee Agreement.

Section 5: Captain, Co-Captain, and Interleague Coordinator

1. Team Captain and Co-Captain
   The Team Captain and Co-Captain are responsible for on-track leadership, assisting with bout rosters, practice schedules, and team management. They also act as role models, guiding the team through both successes and challenges. These positions are elected by the members at the end of each season, or as vacancies arise.

2. Interleague Coordinator (ILC)
   The Interleague Coordinator (ILC) is responsible for coordinating interleague games and events. They maintain communication with other leagues, schedule bouts, and ensure all necessary logistics are handled for interleague play. The ILC works closely with the Head Coach, Team Captain, and Event Planning Committee to ensure smooth coordination for away and home bouts.

Section 6: Officiating Crew

1. Head Ref
   a. The Head Ref is responsible for making all officiating decisions during bouts.
   b. The Head Ref will establish and maintain a standard of officiating for the league, ensuring consistency and fairness in all matches. This includes providing a clear explanation of rule interpretation to the league.
   c. The Head Ref may appoint a Head NSO (Non-Skating Official) if they choose to do so, to assist with officiating duties.
   d. The Head Ref, in coordination with the Interleague Coordinator (ILC), is responsible for filling officiating positions for home bouts, ensuring adequate staffing of referees and NSOs.
   e. The Head Ref is responsible for completing all statistics and bout reporting forms following home bouts. For away bouts, they must obtain the necessary stats and reports from the officiating crew.

Section 7: Appointments
Members of all standing committees, including the officiating crew, Team Captain, Co-Captain, and Interleague Coordinator, shall be appointed by the Officers & Members for a term of one year. These appointments will be reviewed and approved annually, and members must be re-appointed for each subsequent year. All appointments are contingent upon signing the Skater Agreement and Committee Agreement. These agreements ensure that each committee member is committed to fulfilling their role and responsibilities, as outlined in their respective agreements.

Article VII: Quorum

A majority of the Directors/Members shall constitute a quorum at any meeting of the Board of Directors of Synergetic Sweethearts Roller Derby (SSRD).

Article VIII: Reports

Section 1. State Law Requirements
The Treasurer shall present at the Annual Meeting a report, in accordance with State Statutes, verified by the President and Secretary or by a majority of the Directors, or certified by an independent public or certified public accountant or a firm of such accountants selected by the Board of Directors. This report shall contain the following information:

1. The assets and liabilities of SSRD as of the end of a 12-month fiscal period not more than six months prior to the meeting.

2. The principal changes in assets and liabilities during the year immediately preceding the date of the report.

3. The revenue or receipts of SSRD for the year immediately preceding the date of the report.

4. The expenses or disbursements of SSRD during the year immediately preceding the date of the report.

5. Any assets held by SSRD in trust for, or with a direction to apply them to, any specific purpose, and the use made of such assets and the income thereof.

6. The number of members of SSRD as of the date of the report, along with a statement of increase or decrease in such numbers during the year immediately preceding the date of the report, and a statement of where the names and places of residence of the current members may be found.

7. The report shall be filed with the records of SSRD, and a copy of it shall be entered in the minutes of the Annual Meeting of members.

Section 2. Committee Reports
Every Officer, every Standing Committee, and Special Committees shall present reports to the Board of Directors (Members) at its Annual Meeting.

Section 3. Submission to Directors
No report shall be presented to SSRD at its Annual Meeting that has not been previously submitted to the Board of Directors. The Board may advise changes or demand additional information to be included in the report before it is presented to SSRD.

Article VI: Procedure

Section 1. Procedure
These Bylaws may be amended by a vote of the majority of the Board of Directors present at an Annual Meeting or at any special meeting duly called for that purpose, provided that notice of such proposed amendments shall be mailed at least ten days prior to the day for which the meeting is called. Proposed amendments shall be submitted in writing to the Secretary at least 30 days before the date of the Annual Meeting or the special meeting.

Section 2. Compliance
Any amendment to the Bylaws effecting a change in the number of directors, membership voting rights, or quorum shall conform to the provisions of the Nonprofit Corporation Act of the State of Michigan.

Dated this3/10/5025 SSRD