Voted 10/01/05
 
MEDFIELD SPECIAL EDUCATION

PARENT ADVISORY COUNCIL

BY-LAWS

 

ARTICLE I:  NAME

 

The name of this self-governed organization shall be the Medfield Special Education Parent Advisory Council, also known as Medfield SEPAC.

 

ARTICLE II:  MISSION

 

The purpose of the Medfield SEPAC is to work for the understanding of, respect for and support of, all children with special needs in the community.  To that end and pursuant to 603 CMR 28.07(4), the Medfield SEPAC shall:

 

·        Promote a network of parents of children with special needs and provide a forum to share information, and discuss matters of common concern and interest.

·        Meet regularly with the Director of Pupil Services and other appropriate school personnel as needed, to participate in matters pertaining to the education, health and safety of special needs students. This includes participating in the planning, implementation, and evaluation of special education programs.

·        Promote communication among families with special needs students and the Medfield Public Schools.

·        Provide informational forums to parents, students, educators and other professionals involved with children with special needs.

·        Promote communications and programs within the community to encourage understanding, acceptance, and inclusion of children with special needs.

·        Communicate with local, state, and national organizations, as well as councils/groups that support children with special needs.

 

 

ARTICLE III:  POLICIES

 

The Medfield SEPAC shall be non-commercial, non-sectarian and non-partisan.  The name of this organization, or the name of any of its members in their official capacities, shall not be used in connection with any commercial concern or any partisan interest, or for any purpose other than the regular work of the organization.  No General Member or Board Member is legally authorized to bind Medfield SEPAC without majority approval of the SEPAC Board (see Article V).

 

ARTICLE IV:  MEMBERSHIP

 

General Membership shall be open to any resident of Medfield including parents, guardians, educators and other parties interested in the special education of Medfield students.  In addition, a parent/guardian of a current Medfield student with special needs may also be a General Member even though the parent or guardian may reside outside of Medfield. New members may be accepted at any time. Responsibilities of the General Membership include electing the SEPAC Board (Article V) and voting on changes to the By-Laws (Article IX).

 

 

ARTICLE V:  SEPAC BOARD

 

The SEPAC BOARD shall include a President, Vice President, a Secretary, a Treasurer and one Representative from each of the 5 Medfield Schools. This group of nine individuals shall be commonly known as the SEPAC Board.  The term for each position is two years. In the event that there are not nine individuals who wish to be on the SEPAC Board, the Board shall function with no less than three members. It is the responsibility of the SEPAC Board to designate one or two individuals to attend the Superintendent’s Advisory Committee and to bring forth, discuss and vote on any necessary business related to SEPAC, including but not limited to: securing speakers, promoting programs, sending letters, contacting other organizations. No General Member or Board Member is legally authorized to bind Medfield SEPAC or speak on behalf of Medfield SEPAC without majority approval of the SEPAC Board.

 

Board Responsibilities of the Medfield SEPAC

President:

Preside at all meetings of the Medfield SEPAC

Coordinate all meetings and ensure information is given to the Director of Pupil Services

Act as liaison between the Medfield SEPAC and the Director of Pupil Services

Set the agenda for each general meeting

Create and oversee appropriate distribution of the SEPAC flyers

Coordinate and monitor the functions of subcommittees

Advise the Vice President on matters of external communication

Arrange and present to the Medfield School Committee, at the end of the school year, a year end summary of SEPAC’s work

 

Vice President:

Preside at meetings in the absence of the President, or at the request of the President

Assist the President as appropriate

Perform the responsibilities of the President at his/her request

Coordinate external public communication as needed: newspapers, website, other organizations…

Work with the Treasurer to be a liaison with The Friends of SEPAC

Assist the President in presenting SEPAC’s year end summary to the Medfield School Committee

 

Secretary:

Record the minutes of SEPAC meetings

Present the minutes to be voted on at subsequent SEPAC meetings

Coordinate the filing of all minutes at the Office of the Director of Pupil Services.

Maintain an accurate attendance log

Conduct hospitality correspondence

 

Treasurer:

Coordinate efforts to apply for grants, donations, reimbursements or any other funds for which the Medfield SEPAC may be eligible

Work with the Vice President as the SEPAC liaison to The Friends of SEPAC

Keep accurate financial records

Coordinate fundraising activities

 

School Representatives:

Bring forth individual school concerns/questions/needs to the SEPAC Board for discussion

Communicate SEPAC information to his/her representative school

Work with other Board Members to conduct forums, presentations, speaker, etc. to the general membership

ARTICLE VI:  ELECTIONS

 

Elections for positions on the SEPAC Board shall take place every two years in the fall.  Officers shall take office immediately following the elections. The General Membership shall elect the SEPAC Board. Any General Member who has attended at least one prior SEPAC meeting in the last two years may vote in the current election.

 

Eligibility to Hold Board Positions: Any individual who wishes to be on the SEPAC Board must be a Medfield resident and a parent/guardian of a student with documented special needs, whether or not that student is currently on an individual educational or section 504 plan. To be a school representative the candidate must have a student with special needs attending the particular school at the time of the elections. It is strongly encouraged that School Representatives consider the position when their child with special needs first enters a particular school. In the event that an individual assumes a position following a resignation, s(he) may be a candidate for that same position for a new, full, two year term. Board Members may run for a different position on the Board following his/her current term. The Vice President is automatically nominated for the office of President. 

 

Election Procedures

1.       In the fall (September/October) of an election year, at the first meeting of the SEPAC Board, the Board, by simple majority vote, shall appoint Election Coordinator(s) consisting of up to three General Members. Any person from the General Membership, who has previously attended a SEPAC meeting may volunteer. Current Board Members and Candidates may not be Election Coordinators.

2.       Between the first and second meeting of SEPAC the Election Coordinators shall seek individuals interested in being on the SEPAC Board which may include, but is not limited to the following avenues: SEPAC website, email, SEPAC flyer sent home in student’s packet, announcement at CSA meetings, announcements in local paper…

3.       At the second SEPAC meeting the Election Coordinators shall present a list of names and the position sought on the SEPAC Board to the General Membership. Each candidate wishing to be on the SEPAC Board shall attend that meeting and present a brief introduction of his/herself; in the event that a candidate cannot attend this meeting s(he) must prepare a written statement to be read on his/her behalf. The Election Coordinators may also post the names and the positions sought for the SEPAC Board on the SEPAC website at least two weeks prior to the third meeting.

4.       At the third meeting of SEPAC (mostly likely in November) the Election Coordinators shall conduct an election for the new SEPAC Board. Elections shall be held by ballot and decided by a simple majority of the General Membership, in attendance who are eligible to vote. The Election Coordinators shall gather the votes, count the votes privately, and then announce the results. The new Board shall assume his/her new roles and then conduct the remainder of the meeting.

 

Following the Resignation of any Board Member:

1.      The SEPAC Board shall immediately announce the resignation and request individuals to fill the vacancy.

2.      In the case of the President resigning, the Vice President may automatically accept the position of President.

3.      At the next meeting the Board shall announce the candidates, hear the personal statements on behalf of each candidate and then the Board Members will take a vote. A current Board Member may run for the new, vacant position.

4.      The candidate receiving a simple majority shall immediately assume the responsibility of the position.

 

ARTICLE VII:  MEETINGS

 

  1. SEPAC Meetings are subject to open meetings laws in accordance to MGL c.39, ss23A-23C.
  2. The established quorum for any meeting shall be a minimum of three Board Members.
  3. Meetings are to be held no less than three (3) times per school year.
  4. Notice of meetings shall be posted as early as possible, (at least 48 hours in advance in Town Hall). Notice may also be posted by email, SEPAC web site, Students Weekly Packets, Postings at Various Schools, and the local press. Reasonable attempts shall be made to notify the General Membership of meetings, times, and proposed agendas prior to the meeting.
  5. Meetings shall be held in a public place and all General Members are welcome. Attendees shall sign an attendance list at each meeting. Members may be invited to speak during General Membership participation times (as noted on the agenda) or at the discretion of the President.
  6. Meetings shall be conducted by the President, who shall set the agenda, determine the length of discussions (referring to Roberts Rules of Order as needed), recognize participation, and conduct votes of the SEPAC Board as needed. In the absence of the President meetings shall be conducted by the Vice President.
  7. Any agenda item that requires a vote should be noted as such on the agenda. The vote shall be by Board Members only and shall be conducted by the President, (or Vice President in his/her absence). The Board Members shall make a good faith attempt, whenever possible, to elicit input from the General Membership before taking a vote on a particular item.
  8. Minutes of all Medfield SEPAC meetings shall be recorded and retained as a matter of public record in the Office of the Director of Pupil Services.

 

ARTICLE VIII:  COMMITTEES

The President, with input from the Board, may create standing and special committees to promote the purpose and interest of SEPAC. Committee involvement shall be on a voluntary basis.  Presentations and/or written reports shall be submitted as needed, upon the request of the Board, or upon termination of a project. The President of SEPAC shall be an ex-officio member of all standing and special committees. Special committees shall terminate when their final reports are submitted.

 

ARTICLE IX:  AMENDMENTS

All changes to the By-Laws must be presented in writing. Reasonable attempts should be made to inform the General Membership of changes to the By-Laws before changes are voted upon. Forthcoming changes to these By-Laws must be noted on a posted agenda at least two weeks prior to a meeting. If all previous conditions are met, these By-Laws may be amended by simple majority vote of the General Membership present at a general meeting. 

 

ARTICLE X:  DISSOLUTION OF THE BOARD

If the SEPAC Board is no longer functioning with a minimum of three (3) members, SEPAC must notify the Director of Pupil Services and the Chair of the Medfield School Committee.