Bylaws & Membership Handbook

ARTICLE 1: BYLAWS OF THE USS INTREPID

1.01 Command Staff and Executive Committee

The USS Intrepid Command Staff shall consist of the following:

Command Staff

• Commanding Officer (CO)
• Executive Officer (XO)
• Second Officer

Executive Committee

The Executive Committee shall consist solely of:

• Commanding Officer (CO)
• Executive Officer (XO)
• Second Officer (2XO)
• Department Heads

1.02 Assignment of Duties

Specific assignments below the level of CO and XO may be delegated to Department Heads or crew members as needed.

1.03 Policy Oversight

The Executive Committee is responsible for guiding the overall direction of the chapter, overseeing major operational matters, and ensuring the chapter continues to provide a healthy and engaging environment for its members.

1.04 Executive Meetings

The Executive Committee shall meet as needed through online communication platforms.

1.05 Quorum

No official quorum is required for executive meetings to take place. There is, however, a minimum quorum of 60% required for any official votes on larger chapter issues, for that vote to be considered valid.

1.06 Commanding Officer

The Commanding Officer serves at the pleasure of the chapter membership and STARFLEET International.

1.07 Appointments

The Commanding Officer may appoint officers or other support roles necessary to assist with chapter administration and community operations.

1.08 Removal or Resignation

Any officer who fails to fulfill assigned responsibilities may be relieved of duty by the CO. Officers may resign by providing written notice.

1.09 Voting and Veto

The CO retains veto authority regarding Executive Committee operational decisions. Matters vetoed may be revised and resubmitted. This will be formally documented and transparent to all chapter members.

1.10 Succession of Command

In the absence or inability of the CO to fulfill their duties, authority shall pass to the XO, then to the Second Officer.

1.11 Chain of Command

The organizational structure of the USS Intrepid shall be:

1. Commanding Officer
2. Executive Officer
3. Second Officer
4. Department Heads
5. Assistant Department Heads
6. Crew Members

1.12 Amendments

These bylaws may be amended by a two-thirds majority vote of the Executive Committee.

ARTICLE 2: ORGANIZATIONAL STRUCTURE

2.1 Commanding Officer (CO)

The Commanding Officer acts as the chapter’s primary coordinator, organizer, and official representative within STARFLEET International. Responsibilities include:

• Coordinating chapter operations and activities
• Promoting an inclusive and welcoming environment
• Delegating responsibilities to chapter officers
• Representing the chapter within STARFLEET International
• Encouraging member participation and engagement
• Ensuring compliance with STARFLEET policies and regulations

Requirements for CO

• Active STARFLEET member in good standing
• Active USS Intrepid member in good standing
• Minimum age of 18
• Completion of required STARFLEET officer training programs for Command
• Demonstrated leadership and organizational skills

2.2 Executive Officer (XO)

The Executive Officer supports the Commanding Officer in maintaining chapter operations, coordinating activities, and assisting with leadership responsibilities.

Responsibilities include:

• Assisting with chapter coordination
• Supporting department heads and crew members
• Acting in the CO’s absence
• Helping oversee events, communications, and community engagement

Requirements for XO

• Active STARFLEET member in good standing
• Active USS Intrepid member in good standing
• Minimum age of 18
• Completion of required STARFLEET officer training programs for Command
• Demonstrated leadership and organizational skills

2.3 Second Officer (2XO)

The Second Officer assists both the CO and XO with chapter management and may help oversee projects, discussions, or events as needed.

Requirements for 2XO

• Active STARFLEET member in good standing
• Active USS Intrepid member in good standing
• Minimum age of 18
• Completion of required STARFLEET officer training programs for Command
• Demonstrated leadership and organizational skills

2.4 Department Heads

Department Heads may oversee specific chapter functions and member interests.

Activities could nclude include:

• Communications, competitions, gaming activities, community engagement, sciences & education and/or creative projects

Department Heads are responsible for maintaining communication with members, helping organize chapter activities, and supporting community engagement within their area of focus.

Department Heads may also serve as liaisons to their respective STARFLEET Auxiliaries, divisions, or special-interest groups, when applicable. In this role, they are encouraged to promote STARFLEET activities, competitions, programs, and opportunities that may interest chapter members and encourage broader participation within STARFLEET International.

2.5 Members

The strength of the USS Intrepid comes from its members and the community they help create together.

All members are encouraged to:

• Participate in activities and discussions
• Suggest ideas and events
• Foster a welcoming environment
• Respect fellow members
• Uphold the ideals of STARFLEET International

Members are encouraged to participate in whatever ways best match their interests, availability, and comfort level.

ARTICLE 3: VOTING PROCEDURES

3.1 Member Engagement

The USS Intrepid values open communication and member involvement regarding major chapter decisions and long-term initiatives.

Whenever possible, the Executive Committee will seek general member feedback through:

• Community discussions
• Discord forums or polls
• Open meetings
• Informal feedback sessions

While member feedback is highly encouraged and carefully considered, final decision-making authority for major chapter matters shall remain with the chapter Executive Committee

3.2 Executive Voting Authority

Formal votes shall generally be reserved for matters involving significant chapter impact, including but not limited to:

• Major policy changes
• Amendments to bylaws
• Significant financial decisions
• Structural or organizational changes
• Major community or moderation policies
• Chapter-wide initiatives with long-term impact

Regular day-to-day chapter administration, moderation, scheduling, and operational matters are handled directly by the chapter Command Staff without requiring formal chapter votes.

3.3 Voting Structure

Formal chapter votes shall be conducted by the following officers:

• Commanding Officer (CO)
• Executive Officer (XO)
• Second Officer (2XO)
• Department Heads

For a motion to pass, a two-thirds majority approval is required in alignment with quorum requirements.

3.4 Voting Methods

Formal votes may occur through:

• Scheduled voice meetings
• Written electronic ballots
• Secure online voting methods
• Private leadership discussions documented for chapter records

3.5 Elections

Generally, elections should not be required in chapter operations, as the line of succession is the first resort for passing on of chapter operations. Should an election for Commanding Officer be required, procedures shall follow STARFLEET International guidelines.

ARTICLE 4: AMENDMENTS

These bylaws may be amended through a two-thirds majority vote of the chapter Executive Committee in alignment with quorum requirements.

Amendments must be presented to members prior to voting to allow for general feedback and consideration.

ARTICLE 5: FINANCES

The USS Intrepid functions as a volunteer-driven non-profit fan organization operating within the framework of STARFLEET International.

Any chapter funds collected shall be used solely for:

• Chapter operations
• Community activities
• Event expenses
• Member engagement initiatives
• Approved charitable activities

Financial transparency shall be maintained by chapter leadership.

ARTICLE 6: RECORDS & PRIVACY

Chapter leadership may maintain limited records and documentation necessary for organizational, communication, and administration purposes.

Member information shall remain confidential and shall not be distributed outside authorized chapter leadership except where required by STARFLEET International policies or applicable law.

The USS Intrepid shall follow STARFLEET International data privacy policies and applicable GDPR standards.

ARTICLE 7: MEMBERSHIP

7.1 Eligibility

Membership is open to all individuals who share an interest in Star Trek and the mission of the USS Intrepid. We are, however, an adult-only chapter. Members must be at least 18 years of age to join. Members are also required to either join STARFLEET International or already be a member of the organization to join the USS Intrepid.

7.2 Inclusivity

The USS Intrepid strives to ensure that all members feel welcomed, respected, and safe regardless of identity, background, nationality, beliefs, or personal circumstances.

7.3 Conduct Expectations

Members are expected to:

• Treat others respectfully
• Avoid harassment or discrimination
• Help maintain a positive community atmosphere
• Follow Discord community guidelines and chapter policies

7.4 Participation

Members may participate in:

• Online social events
• Gaming activities
• Watch parties
• Educational discussions
• Creative projects
• STARFLEET-related events

ARTICLE 8: MEETINGS & EVENTS

The USS Intrepid primarily operates online through Discord and other virtual platforms.

Activities may include:

• Voice and text discussions
• Online gaming sessions
• Watch parties
• Trivia and community events
• Educational presentations
• Collaborative fandom activities

Attendance at activities is voluntary.

ARTICLE 9: DISCIPLINARY ACTIONS

Maintaining a positive, respectful, and harassment-free community environment is a priority for the USS Intrepid leadership team.

Members engaging in harassment, discrimination, intimidation, disruptive behaviour, or violations of STARFLEET International policies may face disciplinary action, including:

• Verbal or written warnings
• Temporary suspension from chapter spaces
• Removal from chapter leadership positions
• Removal from the chapter

Members shall be treated fairly and given an opportunity to respond to concerns.

ARTICLE 10: COMMUNICATIONS

The USS Intrepid may maintain:

• A Discord server, social media accounts, a website, newsletters, or announcements

Official chapter communication channels shall be moderated to maintain a welcoming and respectful atmosphere.

ARTICLE 11: PROMOTIONS & CHAPTER AWARDS

11.1 Chapter Promotions

Promotions within the USS Intrepid shall follow the official USS Intrepid Promotion Policy as maintained by chapter leadership.

Promotion eligibility, time-in-grade requirements, STARFLEET Fandom Academy course requirements, and advancement expectations shall be governed by the most current version of the USS Intrepid Promotion Policy.

The USS Intrepid recognizes both enlisted and officer career tracks and encourages members to participate in STARFLEET Fandom Academy and broader STARFLEET International activities as part of their growth within the chapter.

At the discretion of the CO and XO, and in mutual agreement, recognition for exceptional service, leadership, community involvement, or contributions to the chapter can be granted through accelerated promotions that bypass policy as presented.

11.2 Chapter Awards

The USS Intrepid may establish internal chapter awards intended to recognize outstanding participation, leadership, service, creativity, community spirit, or contributions made by crew members.

These awards are considered chapter-level recognitions and are not official STARFLEET International awards or decorations.

Crew members are encouraged to recognize the accomplishments and efforts of fellow members. Any crew member may submit an award nomination for another member by following the chapter chain of command.

Chapter leadership shall review nominations and determine recipients based on merit, contribution, and alignment with the values and mission of the USS Intrepid.

ARTICLE 12: DATA PRIVACY & ONLINE SAFETY

The USS Intrepid recognizes the importance of protecting member privacy.

The chapter shall:

• Protect member’s personal information
• Avoid publicly sharing member data without consent
• Use secure moderation practices where possible
• Follow STARFLEET International privacy policies
• Respect members’ wishes regarding communication preferences

Members are encouraged to use discretion when sharing personal information online.