Fort Belvoir Home Educators Constitution and Bylaws 

Article I – Name and Mission 

Section 1 – The name of this organization shall be known as Fort Belvoir Home Educators, hereinafter referred to as FBHE. FBHE is a registered 501c7 and is not a government agency. 

Section 2 – FBHE is a support group offering events, classes, resources, and community to area homeschooling military and Department of Defense (DoD) families. 

Article II– Purpose 

Section 1 – FBHE is established to 1) support homeschooling military and DoD families on Fort Belvoir, Virginia, and its surrounding areas; 2) provide community support taking no position on religion, partisan politics, or non-homeschooling issues; 3) provide a forum for members to plan group events, exchange resources and information, and use individual gifts and talents for the 

benefit of the group; and 4) raise funds periodically to develop educational enrichment for its members. 

Article III – Membership Eligibility, Dues, and Volunteer Requirements 

Section 1 – In order to be a member of FBHE, one must: 

1) have Fort Belvoir base access with the possibility of exception by Board majority vote; 2) be a parent or legal guardian and actively homeschooling at least one child who has turned four years old by September 30 of that year and is in K-12th grade; 3) agree to pay dues, teacher fees, and activity fees; 

4) agree to adhere to all bylaws, Standard Operating Procedures, and policies of FBHE; and 

5) submit a background check. Security clearance will not be accepted in place of a background check. 

Section 2 – Each member must pay annual dues to be in good standing. Such payment will usually be tendered on June 1st of each year but may be paid and accepted at any time during the year. Membership fees must be paid to the Treasurer within seven days of membership acceptance. If membership is granted between April-May, dues will not be paid until the turnover of the year, June 1. The membership year is June 1-May 31. Membership fees will not be refunded under any circumstances. Additional fees may be assessed for other FBHE activities, such as field trips, clubs, co-op supplies, etc. These fees are not used for general FBHE operating expenses, are specific to the activities, and are only applicable to those families participating in the activity.

Section 3 – FBHE operates an Every Member Participates (EMP) policy in which members are required to volunteer a minimum of 12 hours per year for those joining June to December and 6 hours for those joining January or later. All hours need to be submitted by May 31st. The Membership Committee reviews the volunteer tracker to ensure all members are meeting this requirement. If the required hours are not met, members will not be allowed to renew membership for the following calendar year. Opportunities for volunteering are listed on the Volunteer Interest form. 

Section 4 – No one will be denied membership based on nationality, race, gender, color, sex, sexual orientation, religion, or age. 

Section 5 – Any member may be removed from the group by a majority vote by the Board. No membership dues or other fees will be refunded. Under these circumstances, the Board reserves the right to call an Emergency Board Meeting without 48 hours notification to members. 

Article IV – Board 

Section 1 – The FBHE Board consists of the President, Vice-President, Treasurer, Secretary, Communications Lead, Webmaster, Designated Safety Lead, Parliamentarian, and President Elect. Additional coordinators fall under Board-approved Committees. Committee leads do not have Board voting rights. 

Section 2 – The FBHE Board exists to: 1) maintain the overall policy and direction of FBHE; 2) propose actions beneficial to FBHE and its members; 3) act as representative between FBHE, its members, and Fort Belvoir officials; and 4) assess and update framework and policies as needed. 

Section 3 – Change of Number. The Board may increase or decrease the number of Board Members at any time within the range of three to five persons. Further changes require amendments of these Bylaws, pursuant to the process outlined in these Bylaws. A decrease in number does not have the effect of shortening the term of any incumbent Board Member. If the established number of Board Members is decreased, the Board Members shall hold their position(s) until the next meeting of the Board occurs and a new Board Member(s) is elected and confirmed. FBHE must have at least (3) Board Members and no more than (10) Board Members. 

Section 4 – President. Coordinate Board Members in the pursuit of developing and maintaining a well-rounded, cohesive support group focused on FBHE’s mission. The President acts as the liaison between FBHE and other Fort Belvoir entities. The President will serve a one-year term with the possibility of extending with a majority affirmative vote of the membership. 

Section 5 – Vice President. Assists the President and other Board Members in making and implementing decisions. Vice President will serve a one-year term with the possibility of extending with a majority affirmative vote of the membership.

Section 6 – Treasurer. Responsible for leading and maintaining FBHE’s financial records, and drafts and implements sound financial policies and procedures. The treasurer will serve a one-year term with the possibility of extending with a majority affirmative vote of the membership. 

Section 7 – Secretary. Responsible for FBHE record keeping; minute-taking at Board and general membership meetings; recording Board actions; ensuring documents are updated and maintained; and maintaining all FBHE documents. The Secretary will serve a one-year term with the possibility of extending it with a majority affirmative vote of the membership. 

Section 8 – Membership/Communications Lead . Drafts and releases internal and external communications efforts; maintains FBHE Facebook page(s); communicates with and maintains membership records; head of the membership committee; and is responsible for ensuring effective communications channels. The Communications Lead will serve a one-year term with the possibility of extending it with a majority affirmative vote of the membership. 

Section 9 – Webmaster. Maintain the FBHE website(s) by ensuring information is current and accessible to members and the community (as applicable); maintains FBHE calendar; and maintains FBHE Google Workplace. Webmaster is an appointed position. 

Section 10 – Designated Safeguard Lead (DSL). Responsible for ensuring Safeguarding and Child Protection policies and practices are considered in all aspects of FBHE’s work and for holding FBHE accountable for responding appropriately to any concerns. DSL will also advise the Board on required child safety laws and required updates. The DSL will serve a one-year term with the possibility of extending with a majority affirmative vote of the membership. 

Section 11 – Parliamentarian. Parliamentarian will act as a facilitator for bylaws, consultant to manage meetings and mentor for members on parliamentary procedures. Serves as head of the nominating committee. The Parliamentarian will serve a one-year term with the possibility of extending with a majority affirmative vote of the membership. 

Article V – Committees 

Section 1 - Creation of Committees. The Board may create committees to delegate certain powers to act on behalf of the Board, provided the Board passes a resolution indicating such creation or delegation. The creation or appointment of a committee does not relieve the Board or individual directors from their standard of conduct described in these Bylaws. The Board may appoint one or more committees, and at any time may appoint additional members. Such advisory committees shall advise and aid FBHE in all matters designated by the Board. 

Section 2 - Committee Members. The head of each committee will be expected to attend monthly Board Meetings to keep the Board updated. Committee members will not be a voting member of the Board. The members of any such committee shall serve at the pleasure of the Board and the Board may vote to remove members if needed.

Section 3 - Committees. All committees will adhere to the FBHE Bylaws and Policies. Budgets may be set during annual budget discussions; additional budget change requests must be provided no less than one month prior for Board approval. Each such committee may, subject to the approval of the Board, call and conduct meetings, prescribe rules and regulations regarding their operation, and other matters relating to their procedures. 

A. Co-Op Committee will be responsible for the daily preparation and running of Co-Op. B. Field Trip Committee organizes and implements field trips and events for FBHE. C. Events Committee plans and implements FBHE parties. 

D. Club Committee organizes clubs within FBHE. They will bring proposed new clubs to the Board before implementation. 

E. Library Committee maintains all library resources and manages the library resources. F. Membership Committee assists new and current members, make them feel welcome, equip and connect them with opportunities to serve in FBHE. 

G. Nominating Committee identifies, recruits, and prepares candidate information for voting by the membership. 

H. There shall be such other committees as the Board may determine. 

Article VI – Board Election Requirements 

Section 1 – Nominations. To be considered for a Board position, one must be nominated, and the nomination must be seconded. A member may self-nominate or self second their nomination, but not both. All Board Members shall serve on the Board for a term of 1 year, at which the term may be renewed by vote of the membership, not to exceed four consecutive years, or until he or she resigns or is removed. After serving any four consecutive years, a Board Member is ineligible for election for a period of 12 months unless there is no one willing to take the position. 

Section 2 – Eligibility. To be eligible to serve as a Board Member, one must meet the criteria for general membership. 

Section 3 – Responsibilities. All Board Members will strive to serve for at least a 12-month period. A Board Member who is unable to fulfill the responsibilities and/or obligations of the position may be removed by a majority vote of the remaining Board members at any general, special, or annual meeting. 

Section 4 – Resignation. Any Board Member may resign at any time by giving written notice of such resignation to the President of the Board. The resigning Board Member may be asked to provide a review of their position and current matters to their replacement. 

Section 5 – Vacancies. In the event of a vacated President position, the Vice President immediately assumes the role of the President. In the event any other Board Member vacates a position, another member may be selected by the board to fill the position for the remainder of the previous Board Member’s term, provided that any such Board Member who fills a vacancy is

qualified to be a Board Member and shall only hold the office for the term specified in Article 4 of these Bylaws until the next annual election of the Board. Any vacancy to be filled due to an increase in the number of Board Members may be filled by the Board for a term lasting until the next annual election of Board Members, or a special meeting called for the purpose of electing Board Members. Any Board Member elected to fill a vacancy which results from the removal of a Board Member shall serve the remainder of the term of the removed Board Member. 

Section 8 – Election of Board. Board Members are to be voted on and elected by the membership. Board Members are to be voted on and elected in May, their term in office begins after being sworn in at the board meeting following elections, any mid-year board vacancies are filled following Section 5. 

Article VII – Board Meetings 

Section 1 – General meetings shall be held at such times and places as determined by the Board, but not less than once quarterly. 

Section 2 – A quorum is reached when 2/3rd of Board Members, based on the number of then-filled positions, is present. 

Section 3 – Any matter requiring a vote from the Board must pass by majority vote. Voting may only take place if a quorum is present at the meeting. In the event of a tie, the highest-ranking Board Member’s vote will carry more weight and break the tie. Rank is determined by order of Mention in Article 4 above. 

Section 4 – Members may attend Board Meetings to provide input but may not vote. Date and time of Board meetings will be placed on the FBHE calendar. An agenda will be provided 48 hours in advance to all members via the common method of communication at the time (website, email, etc). 

Section 5 – Special Meetings. Special meetings of the Board may be held at any place and at any time and may be called by any Board or Committee Member. These meetings will not provide agendas but will provide meeting minutes. 

Section 6 – Action by Board Without Meeting. Any action which may be taken at a meeting of the Board may be taken without a meeting, provided all Board Members unanimously agree. 

Section 7 – Remuneration. Board Member positions are not compensated positions. Except for the reimbursement of expenses in alignment with the policies and Bylaws of FBHE, the Board will receive no monetary compensation for their services. 

Section 8 – Loans. No monetary loans may be made by FBHE to any Board Member. 

Section 9 – Action of Board Members by Communications Equipment. Any action which may be taken at a meeting of the Board, or a committee, may be taken by means of a telephone or

video conference or similar communications equipment which allows all persons participating in the meeting to hear each other at the same time. A Board or Committee Member participating in a meeting by remote means is deemed to be present in person at the meeting. 

Article VIII – Special Corporate Acts 

Section 1 – Execution of Written Instruments. All contracts, deeds, documents, and instruments that acquire, transfer, exchange, sell, or dispose of any assets of FBHE must be executed by the President to bind FBHE after board review and approval. If the President is incapacitated or otherwise unavailable, then the designated Vice President may execute the respective documents to bind FBHE. This section does not apply to any checks, money orders, notes, or other financial instruments for direct payment or FBHE funds which are subject to Article 8 Section 2 of these Bylaws. 

Section 2 – Signing of Checks or Notes. All authorizations to distribute, pay, or immediately draw upon the financial resources of FBHE must be signed by the Treasurer after Board approval, including any expense reimbursement or compensation payments to Board Members, Committee Members, contractors, or general members. If the Treasurer is incapacitated or otherwise unavailable, then the President may execute the respective documents to bind FBHE. 

Section 3 – Special Signing Powers. If the President holds an interest which exists outside of the capacity of being President, then any agreement involving such interest must be signed by a separate individual officer to duly bind FBHE to such an agreement or instrument. 

Article IX – Tax Exempt Status 

Section 1 – The Purposes for which this organization is formed are exclusively pleasure, recreation, and other nonprofit purposes within the meaning of 501(c)(7) of the United States Internal Revenue Code or the equivalent section of any future federal tax code. 

Article X – Insurance and Liability 

Section 1 – Insurance. FBHE will maintain insurance necessary to maintain post organization status. 

Section 2 – Debts. Obligations may only be made if FBHE has enough funds to cover the cost of such obligations at the time the obligation is made. FBHE will not open a line of credit. 

Section 3 – Liability. Members are not personally liable for FBHE debts. FBHE is not responsible for members’ activities. 

Article XI – Dissolution

Section 1 – Upon a Board majority vote for dissolution, FBHE funds will be used to pay any just debts, obligations, or liabilities as decided by the Board. Assets may be sold to further pay any just debts, obligations, or liabilities. Any remaining balance will be donated to Fort Belvoir MWR as an unconditional gift. 

Article XII – Amendments 

Section 1 – These Bylaws may be amended at any regular meeting or at any special meeting called for that purpose by a majority vote of the Board Members. Any member in good standing can make a motion for an amendment to the Bylaws. Another member in good standing must second the motion before the Board will vote on the motion. 

Section 2 – Emergency Bylaws. The Board may adopt emergency Bylaws which operate during any emergency in FBHE’s conduct of business resulting from any force majeure incident. 

Section 3 – Compliance with State Law. Any amendment to FBHE’s Bylaws shall comply with the respective laws, rules, and regulations of the jurisdiction in which FBHE operates or conducts business. 

Article XIII – Signatures 

Section 1 – As evidenced by our signatures below, we hereby ratify the foregoing FBHE constitution and bylaws.

The bylaws have been revised as of April 9th,2025 by a quorum of the FBHE board