DRM Letterhead

12 Sep 06

IMNE-BEL-PE

MEMORANDUM FOR The Fort Belvoir Hunting Program Council (FBHPC)

SUBJECT: The FBHPC Charter

1. REFERENCE: AR 215-1, paragraphs. 5-8 to 5-10 and AR 200-3, paragraphs. 2-10 and 2-11.

2. PURPOSE: To establish the FBHPC Charter and its operating parameters.

3. POLICY: The FBHPC is a non-governing council which meets regularly with the representatives of the Director of Morale, Welfare and Recreation (DMWR), and the Director of Public Works (DPW), to represent the interests and concerns of all hunting enthusiasts, both military and civilian, and other interested members of the public, on Fort Belvoir. The FBHPC membership is expected to maintain and promulgate the highest ethical standards of conduct. As a non-governing council the FBHPC may make recommendations concerning the Fort Belvoir hunting program to the Fort Belvoir Garrison Commander, for his decision.

4. PROCEDURES:

a. Membership on the council includes authorized patrons IAW AR 215-1, Chapter 6, paragraph 2, table 6-1, and members of the general public (NOTE: Members of the general public stand at par with all others for access to post for hunting. Therefore council members who represent the general public stand at par with all other council representatives with regards to all matters before the council.)

b. This council includes both elected voting representatives and appointed non-voting representatives. Membership on the Council will consist of the following representatives:

(1) Elected voting representatives:

(a) Four military (active duty, reserves, or National Guard of all services and locations. At least one must be active duty.

(b) Four retired military or their eligible family members.

SUBJECT: The FBHPC Charter

(d) Three non-affiliated civilians.

(e) Current President of the Belvoir Bowhunters Club or a permanent representative designated in writing by the President of the Belvoir Bowhunters Club.

(2) Appointed non-voting representatives.

(a) MWR Outdoor Recreation Director

(b) DPW or designated Natural Resources Specialist

(d) Director MWR or designated Community Recreation Chief

c. Terms of Office. The council Chairperson will serve a two-year term, which shall begin on the first day of the month following election to the office. Upon completion of the term of office the member will then sit ex-officio on the council. When elected at the same council meeting, the Vice Chairman will serve for one year, thereby setting up a staggered term of office for the Chairperson and Vice-chairperson. The inability to commit to a two-year term will not be a disqualifying factor. Chairperson and Vice-chairperson will be nominated by members of the council and elected by simple majority of the voting council members.

d. Election process. Not later than the 15^th of May each year, the FBHPC will appoint a nominating committee, with a chairperson, to secure nominations to fill any vacancies on the Council. The nominating committee will give full and equal consideration to eligible patrons from the active duty military, retired military patrons, family members of retirees, affiliated and non-affiliated civilians and contractors (acting solely in their private capacity) who would accept an elected position on the council and work to fulfill their representative duties. Not later than the 15^th of June each year, a meeting of the full Council will be held to vote on names submitted by the nominating committee, and any additional nominations from the floor. In the event of a tie between two or more candidates, any appointed non-voting representatives in attendance will cast votes to finalize selection-using criteria established by the council. In the event of a second tie, a final selection between the candidates sharing the highest number of votes will be deferred to the next meeting of the Council, when the new Council representatives take office.

e. Removal from the Council:

(1) Voluntary Resignation: Members of the Council who find that they are unable to complete their full term may submit a written notification of resignation to the

SUBJECT: The FBHPC Charter

Chairperson. The Chairperson may accept the resignation without any further action. The Chairperson will notify the Council of any voluntary resignations at the next scheduled meeting, and will initiate action to fill the vacancy in accordance with the procedures outlined in this Charter.

(2) Involuntary Removal:

(a) Council members are expected to regularly attend scheduled meetings. If a Council member fails to attend three consecutive meetings they will be asked their intentions as to continued participation on the Council. If they no longer wish to remain on the Council they will be considered to have resigned.

(b) If a Council member is found guilty of serious violations of the rules and regulations for the Fort Belvoir Hunting Program (such as poaching game animals, illegal use of a firearm to harvest a game animal, etc.) they will no longer be eligible to serve on the FBHPC.

(c) When circumstances occur that would merit consideration for involuntary removal, the Chairperson may ask the member to show cause in writing as to why that member should remain on the FBHPC. If the Chairperson deems the reasons insufficient, or if the Council member fails to respond, the Chairperson may make a recommendation for involuntary removal from the Council. The Council Member will be removed by a simple majority vote of the entire Council membership.

(d) When a FBHPC member is involuntarily removed from the Council, the Garrison Commander will be notified of the action in writing either through Council meeting minutes or by separate letter, as appropriate. Documentation will provide the facts, circumstances, and actions of the Council. The actions of the Council are effective upon completion of the vote and are revocable only by the Garrison Commander.

(e) Council Vacancies: When notified by the Chairperson that a vacancy on the Council has occurred, the Council will take action to fill the position at the next scheduled meeting. Any voting Council member may submit a name for consideration, and nominations will also be accepted from the floor. Officers will be elected by a simple majority of the voting council members. In the event of a tie between two or more candidates, any appointed non-voting representatives in attendance will cast votes to finalize selection-using criteria established by the council. In the event of a second tie, a final selection between the candidates sharing the highest number of votes will be made by a single vote of the Chairperson, the Vice -Chairperson and the Secretary/Recorder.

5. Duties and Terms of the FBHPC Officers: The Chairperson, Vice-Chairperson and Secretary/Recorder positions may only be held by voting members of the FBHPC Council.

SUBJECT: The FBHPC Charter

a. Chairperson: The Chairperson presides over all meetings in accordance with Roberts Rules of Order, serves as liaison with the DMWR/DPW Points of Contact.

b. Vice-Chairperson: The Vice-Chairperson presides over meetings and other FBHPC activities in the absence of the Chairperson and accomplishes other FBHPC duties as assigned.

c. Secretary/Recorder: The Secretary/Recorder records, prepares, and distributes minutes and FBHPC recommendations and maintains a file of all FBHPC and related correspondence.

d. MWR Outdoor Recreation Director. The MWR Outdoor Recreation Director will be responsible for ensuring that council meetings are publicized at least one week in advance on the Fort Belvoir Master calendar, and announced in the Eagle, MWR Forecast magazine, and the MWR website. Additionally, the Hunting Program Council shall be addressed in both the waterfowl and archery hunting Letters of Instructions (LOI) to inform all hunters of its purpose and membership.

e. President of the Belvoir Bowhunters Club. President of the Belvoir Bowhunters Club, or his designated representative, shall ensure that club members are informed of council meetings through notification in the Belvoir Bowhunters newsletters and at club meetings.

6. Meetings, Quorums, and Minutes:

a. Council meetings will be at least quarterly and at such other times as required or called by the Chairperson. A quorum will consist of a simple majority of the voting

SUBJECT: The FBHPC Charter

representatives of the council, and include either the Chairperson or Vice Chairperson in attendance.

b. The Council Chairperson will provide a written agenda for each meeting to the DMWR no later than 3 days prior to that meeting.

c. Council meetings will be open to all authorized patrons and interested members of the public.

d. Minutes of all meetings will be voted upon and approved by the council and distributed through the DMWR to the appropriated garrison staff. Once approved, every effort will be made to make them readily available to the public. Methods used to make the minutes available to the public include posting copies in the MWR Hunting check station, the MWR indoor Archery range and SOSA facilities, posting on the MWR web site, and distributing copies at Council meetings to all members and attendees. Meeting minutes that contain recommendations for decision by the Garrison Commander will be

SUBJECT: The FBHPC Charter

distributed through the DMWR to the appropriate garrison staff so that staff comments germane to those recommendations can also be provided to the Garrison Commander.

7. Dissolution of the Council: The FBHPC Council can be dissolved and new nominations sought upon recommendation by both DPW and DMWR, and approval of the Garrison Commander. The Council may also be dissolved by a majority vote of the Council.

WILLIAM F. PARSONS

Director, Morale, Welfare, and

Recreation