CONSTITUTION AND BY LAWS
STATEMENT OF PURPOSE
SEEDS, a ministry of Menchville Baptist Church, is a Christ-centered ministry that endeavors to honor God through support and encouragement for families that are striving to educate their children. SEEDS is a volunteer cooperative of families that provides resources for educational opportunities, fellowship, and enrichment activities.
- Supplemental Educational Experiences, Disciplines, and Services (SEEDS) makes every effort to maintain an atmosphere that is congenial toward and accepting of a wide spectrum of methods and philosophies of homeschooling and will not exclusively endorse any particular curriculum, tutors, businesses, or organizations.
- SEEDS is a ministry of and under the authority of Menchville Baptist Church (MBC). As such, the Committee President will present the ministry’s accomplishments from the previous school year and plans for the upcoming year, after the End of Year Committee meeting. The president will attend other meetings and present a status report as further required by MBC.
- SEEDS is a ministry that does not seek financial support from MBC and will not hold the church responsible for any ministry financial obligations.
- SEEDS is governed by a committee of elected SEEDS members which oversees the content and subject matter of all publications, curriculum, guidance, meetings, and activities, with the intent of serving all member families and respect for Christian values while honoring God.
- The directory of SEEDS members is confidential and is published online strictly for and by our members. The directory is not to be duplicated in any form and cannot be used for any unauthorized solicitation, with the exception of printing for emergency contact use by the Committee.
- Any families with children in Kindergarten through 12th Grade must be homeschooling legally according to Virginia state laws.
- Parents will ensure that the behavior of their family maintains an environment that upholds biblical standards and honors God.
- Although any family involved in home education is welcome to apply for membership, as we are a Christian ministry of MBC, all member families must “agree” or “agree to uphold” the Statement of Faith. The SEEDS committee will accept or decline membership based on the ability to meet the standards set forth in the Constitution and Bylaws and the Member Handbook.
- Adult members that choose the option of “agree to uphold” the Statement of Faith must not contradict biblical teachings in any apparent way; for example, denial of the Trinity, questioning another person’s salvation or engaging in behavior not conforming to the Statement of Faith such as same-sex marriage or rejection of gender identity. All leaders and teachers must be in agreement, through word and deed, with the Statement of Faith. Those who do not agree but will uphold the Statement of Faith may not lead classes and must fulfill other duties.
- Students must not contradict biblical teachings during SEEDS’ meeting days or at SEEDS’ events.
- Members should not bring guests or have visitors that blatantly disregard biblical teachings.
- Members are required to follow and uphold all policies as set forth in the SEEDS Handbook, which is the guidance for SEEDS’ operations.
- SEEDS is a joint venture of the member families. Each family is expected to contribute time and effort towards the running of the co-op.
- We are a completely parent-led co-op. As such, a student’s parent, guardian, or parent-appointed representative must be in attendance throughout any SEEDS class day, event, field trip, or program for its duration. Drop-offs are not allowed unless another adult who is present has accepted responsibility for the children and approval has been obtained from the Committee.
- SEEDS member families may bring homeschool students that are not their children, with the express permission of those children’s parents/guardians, subject to the approval of the Committee on a case-by-case basis. However, those children’s parents/guardians must obtain their own website account with the registration fee and agreements. Those parents will not be obligated to complete a background check or fulfill snack/end-of-day duties.
- Teachers will ensure that all curriculum and class materials, including media, meet the standards set by the Committee. The curriculum must be presented to the Schedule Administrator for approval, and no less than two other Committee members will make approval decisions for any class material when a decision cannot be easily made.
- Teachers should promote and maintain open communication with the Committee in all matters. In order for the Committee to maintain a Christ-centered environment, it is imperative that teachers communicate any problems to the Committee immediately.
- A committee member must have read and “agreed” with the Statement of Faith.
- Committee members should embody the Titus 2 woman (Tit 2:3-5), strive to be the Proverbs 31 woman (Prov 31:10-31), visibly display the fruits of the spirit (Gal 5:22-26), and feel led by the will of God to use their gifts in this position (1 Cor 12, Rom 12).
- A committee member must have been a part of the co-op for no less than one (1) year and have demonstrated, during that time, an understanding of the requirements and commitment that come with such membership.
- A committee member must be currently home educating some or all of their school-age children and has done so for no less than two (2) years.
- The Committee itself must consist of no less than five (5) members at any time, with the exception of a Committee member in training, who is learning from a current Committee member. If membership reaches 60 families, the Committee may add accessory roles to the Committee, which will serve to manage and assist during a SEEDS meeting day.
- At least two members of the Committee must be current members of MBC, one of which must be elected as the President.
- Committee members are recommended, but not required, to serve at least three (3) years.
- Support the President in her role.
- Support Committee decisions and not contradict them.
- Commit to making sure behavior and words, including online activity, reflect biblical principles.
- Must have read and “agreed” with the Statement of Faith.
- Work well within a team and be respectful to the other members at all times. Have a clear desire to serve and commit to servant leadership within SEEDS.
- Attend Committee meetings whether scheduled or emergency. The scheduled Mid-Year and End of Year meetings will occur by the last week of May and by the second week of December. Attend the Open House event on the last Tuesday of August.
- Regularly attend Tuesday co-op meetings.
- Commit to completing individual responsibilities laid out in the Committee Handbook.
- Commit time before and after the Tuesday meetings to set up and take down.
- Commit to using email, phone, and text to maintain communication in a timely manner.
- Be available to meet with members if issues arise.
- Committee members are encouraged to teach classes if time and duties allow.
- The Committee will put some decisions to the body of members for a majority vote, as determined by the President. Matters decided on by the Committee will pass with a majority vote (3 out of 5 Committee members). Any item that cannot reach a majority vote will be considered a failed motion. The Committee will, from time to time, make changes to or amend the Constitution and Bylaws and Handbook, as necessary.
- Committee votes may take place in person or over e-mail. A quorum, or three (3) Committee members, must be present to vote.
- The Committee is eligible for benefits (such as insignificant annual membership discounts and priority class registration) deemed reasonable, but not significant enough to be taxable income, as approved by a majority vote of SEEDS membership.
- The roles of the Committee are established as President/Church Liaison, Vice President/Class Schedule Administrator, Family Attendance Administrator, Fellowship Administrator, and Event Coordinator. In the event membership expands, the Committee may appoint accessory roles to the Committee, which will assist in the management of SEEDS’ meeting days.
- Any member may nominate another member with their express permission or nominate themselves if they meet the requirements laid out in the “Committee Qualifications”.
- Once nominations are closed, a questionnaire will be passed out to each member nominated, which they will be required to fill out and return to the President within one week.
- When the questionnaires have been collected, the Committee will open discussion on the nominees amongst themselves, before taking a vote. A majority Committee vote must be made to elect a new Committee member.
- After a probationary period that occurs over one seven (7) week session, the Committee will meet to vote on the newly elected Committee member. Based on their observations during the previous months and in consideration of the qualifications and responsibilities listed above, the Committee vote will either finalize the vote or will require nominations to be reopened to fill the vacant spot.
VICE PRESIDENT QUALIFICATIONS AND RESPONSIBILITIES
- Will fulfill Committee duties as described in the Committee Handbook. Assists the President in her duties and, if the President is unavailable to perform duties, will temporarily perform them.
- Must be willing to work closely with the President and be committed to servant leadership.
- Must have read and “agreed” with the Statement of Faith.
- Should embody the Titus 2 woman (Tit 2:3-5), strive to be the Proverbs 31 woman (Prov 31:10-31), visibly display the fruits of the spirit (Gal 5:22-26), and feel led by the will of God to use their gifts in this position (1 Cor 12, Rom 12).
- Will be elected from within the Committee by majority vote if the office of the Vice President is vacated. If no one within the Committee is nominated or is willing to perform the role, a new Committee member may be elected from the membership.
- The elected Vice President will serve a seven (7) week trial period. At the end of this period, the President will confirm the new committee member as Vice President or require nominations to be reopened to fill the vacant spot.
- President must be a current member of MBC and in good standing.
- President must have read and “agreed” with the Statement of Faith.
- President should embody the Titus 2 woman (Tit 2:3-5), strive to be the Proverbs 31 woman (Prov 31:10-31), visibly display the fruits of the spirit (Gal 5:22-26), and feel led by the will of God to use her gifts in this position (1 Cor 12, Rom 12).
- President must have been a part of the Committee for no less than two (2) years and have demonstrated, during that time, an understanding of the requirements and commitment that come with such a position. If no Committee member, who is also a member of MBC, is willing to commit to the role of President, the remaining Committee may vote on a new member of MBC from the SEEDS membership, who will have a trial period of two 7-week Sessions. After the trial period, the Committee will vote to retain the new committee member as President or require nominations to be reopened to fill the vacant spot.
- President is recommended, but not required, to serve at least three (3) years.
- Attend church meetings as required by MBC.
- Provide MBC with information regarding SEEDS’ prior accomplishments and future plans for the previous and upcoming school years.
- Pay for copies, supply room materials, breakroom supplies, first aid supplies, and building fees.
- Be the keeper of the key (although not necessarily the sole opener/closer).
- Be the Treasurer. Will maintain transparency and accountability at all times, by presenting Gain/Loss reports at each Committee Meeting and at church meetings, as required. Will have another Committee member sign on checks as the second signature. Will put any purchases outside of regular supplies to a majority Committee vote. Will reimburse teachers for class fees incurred within the budget of a for-fee class and will reimburse event planners for budgeted expenses.
- The keeper of the desk; will not teach a class, but will be able to give tours, answer questions, and proctor the halls.
- Any Committee member may nominate another Committee member with their express permission or nominate themselves if they meet the requirements laid out in the “President Qualifications”.
- A unanimous vote of the remaining Committee will determine the President from the nominee(s). If a unanimous vote cannot be achieved, the remaining Committee and two deacons from MBC will decide the President by majority vote.
COMMITTEE REMOVAL/REVOCATION PROCEDURES
- In the event that a Committee member fails to meet the “Committee Qualifications” or the “Committee Responsibilities” listed above after their probationary period on the Committee, the President and one other Committee member should first meet outside of the SEEDS’ day with the said member to discuss the issues and concerns in question.
- If further action is required in the event that the issues continue, the whole Committee may agree to meet with the member to discuss the issues and concerns.
- If, after having made attempts to address the issue with the member and having knowledge that it still continues, the President will meet with two (2) deacons, who have been informed at each stage of the procedure, to get approval for the removal of said member from the Committee and possible revocation of their membership. Full discretion is given to the other Committee members regarding how and when each meeting and revocation takes place.