HOPKINTON SEPAC BY-LAWS
Massachusetts requires that "each school district shall create a district wide parent advisory council offering membership to all parents of eligible students and other interested parties."
Article I: Name of Organization
The name of this organization shall be the Hopkinton Special Education Parent Advisory Council, also known as Hopkinton SEPAC.
Article II: Purpose of the PAC
The mission of the Hopkinton Special Education Parent Advisory Council is to work toward the understanding, respect, support and appropriate education for all children with special needs and/or disabilities in the community. Hopkinton SEPAC receives its statutory authority from the Chapter 71B, Section 3 of the Massachusetts General Laws. This authority is also codified in the Code of Massachusetts Regulations (CMR), 603 CMR 28.07(4).
To that end, they will work to:
Article III: Terms of Membership
General membership shall be open to any interested person.
Voting membership shall be any general member (who is a parent or guardian of a child with special needs and/or disabilities) residing in Hopkinton, with or without an Individual Education Program (IEP) or is a parent or guardian of a child with special needs who attends Hopkinton Public Schools and who has attended at least one previous meeting of the Hopkinton Special Education Parent Advisory Council during the past 12 months.
Meetings are defined as any Hopkinton Special Education Parent Advisory Council meeting, activities, or committees at which attendance is taken.
Article IV: Executive Board
The Executive Board of the Hopkinton Special Education Parent Advisory Council shall be comprised of two Liaisons to the Administration, Secretary, Treasurer, Social Media/Communications Officer, School Liaisons and other Officers as agreed upon by the voting membership. The members of the Executive Board constitute the public body of the SEPAC. Officers may, from time to time, delegate any of their duties to another officer.
The duties of the Executive Board of the Hopkinton Special Education Parent Advisory Council include:
-Overseeing and helping to coordinate public communications to local media.
-Representing and speaking on behalf of the SEPAC at meetings of the School Committee.
-Recommending the organization and monitoring of sub-committees and parent programs.
-The responsibility for setting the agenda for each general meeting will be shared by Executive Board members.
-Acting as liaisons between parents of students with disabilities or suspected disabilities and the Director of Student Services.
-Preparing periodic reports for the Special education Administration regarding SEPAC activities and needs.
-Presiding over all meetings of the SEPAC
Liaisons to Administration:
-Acting as liaisons to the Director of Special Education, the Superintendent of Schools and the Hopkinton School Committee.
Secretary:
-Submit all agendas to town
-Maintain list of members
-Coordinate recording, filing and posting of minutes of the SEPAC and its committees
Treasurer:
-Shall keep an account of receipts and expenditures.
-Shall arrange disbursements as authorized by the Executive Board or SEPAC.
-Disbursements for non-budgeted items must be approved by the Executive Board.
-Shall present a financial statement at all SEPAC meetings and at other times when requested.
Article V: Elections
Elections shall be decided by a simple majority vote of the voting membership, subject to the presence of a quorum during the May general meeting. New officers shall take office as of July 1st following their election.
If the voting membership is less than 50, a quorum shall be at least 50% (rounding down) of the voting membership.
If the voting membership is greater than 50, a quorum shall be 30% (rounding down) of the voting membership.
The Commonwealth of Massachusetts will be informed of the annual elections, with the names, addresses and phone numbers of the new board by July 1 of each year.
Nominations will be made verbally for each position. The nominees must be present to accept the nomination unless written acceptance has been submitted. If a nomination is accepted and is not contested the nominee will assume the position. In a situation where more than one nominee has accepted the nomination the outcome will be determined by a majority vote.
Article VI: Meetings
Meetings are defined as any SEPAC meeting, activities, or committee meeting at which a quorum is met. The number of meetings to be held each year and the dates of those meetings shall be determined annually by the Executive Board. Advance notice of any and all meetings and elections will be published/posted with a minimum of 48 hours advance notice and comply with the MA Open Meeting Law regulations.
Minutes of all SEPAC meetings shall be recorded and posted in accordance with the MA Public Records law.
General Meetings/Workshops generally will be held monthly, from September through June. Notice of all general meeting dates and elections shall be published in social media, posted at Town Hall, and a notice sent to each voting member whenever possible.
Monthly Meetings will be attended by the board and are also open to the public.
Notice of all board meeting dates and elections shall be published in social media, posted at Town Hall, and a notice sent to each voting member whenever possible.
Matters which require a vote to be taken by the voting membership include, but are not limited to the following items:
A change in the by-laws.
Elections require a vote as described in Article V, Elections.
Minutes of all Hopkinton Special Education Parent Advisory Council meetings shall be recorded and retained for public record.
Article VII: Conflict of Interest
Any member of the Executive Board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the SEPAC, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily excuse him/herself and will vacate his seat and refrain from discussion and voting on said item.
Article VIII: Subcommittees
Subcommittees shall be created as needed.
Article IX: Amendments
These by-laws may be amended by a simple majority of the voting members at a monthly meeting and voted upon in the same meeting as they are proposed, unless a quorum (as described in article V) votes unanimously to approve the change.
Article X
Roberts Rules of Order are the default procedures for this organization.
Prepared 3/18
Massachusetts requires that "each school district shall create a district wide parent advisory council offering membership to all parents of eligible students and other interested parties."
Article I: Name of Organization
The name of this organization shall be the Hopkinton Special Education Parent Advisory Council, also known as Hopkinton SEPAC.
Article II: Purpose of the PAC
The mission of the Hopkinton Special Education Parent Advisory Council is to work toward the understanding, respect, support and appropriate education for all children with special needs and/or disabilities in the community. Hopkinton SEPAC receives its statutory authority from the Chapter 71B, Section 3 of the Massachusetts General Laws. This authority is also codified in the Code of Massachusetts Regulations (CMR), 603 CMR 28.07(4).
To that end, they will work to:
- Maximize the quality and appropriateness of Special Education services to all town residents, ages 3 to 22, with special needs.
- Promote and support an innovative educational environment where children with special needs and/or disabilities have equal access to educational opportunities and a school and community environment where all children are encouraged to reach their full potential.
- Promote a network of parents of children with special needs and/or disabilities, and provide the forum to share information.
- Advise the School Committee, Director of Student Services and Superintendent on operations and development of special education programs, parent and teacher training needs, and help to develop policy.
- Advising the district on matters that pertain to the education and safety of students with special needs and/or disabilities.
- Promote communication and programs within the community to encourage understanding, acceptance and inclusion.
- Provide informational forums to parents, educators, and professionals.
- Collaborate with the school community to continually improve the educational opportunities available for children with special needs and/or disabilities
Article III: Terms of Membership
General membership shall be open to any interested person.
Voting membership shall be any general member (who is a parent or guardian of a child with special needs and/or disabilities) residing in Hopkinton, with or without an Individual Education Program (IEP) or is a parent or guardian of a child with special needs who attends Hopkinton Public Schools and who has attended at least one previous meeting of the Hopkinton Special Education Parent Advisory Council during the past 12 months.
Meetings are defined as any Hopkinton Special Education Parent Advisory Council meeting, activities, or committees at which attendance is taken.
Article IV: Executive Board
The Executive Board of the Hopkinton Special Education Parent Advisory Council shall be comprised of two Liaisons to the Administration, Secretary, Treasurer, Social Media/Communications Officer, School Liaisons and other Officers as agreed upon by the voting membership. The members of the Executive Board constitute the public body of the SEPAC. Officers may, from time to time, delegate any of their duties to another officer.
The duties of the Executive Board of the Hopkinton Special Education Parent Advisory Council include:
-Overseeing and helping to coordinate public communications to local media.
-Representing and speaking on behalf of the SEPAC at meetings of the School Committee.
-Recommending the organization and monitoring of sub-committees and parent programs.
-The responsibility for setting the agenda for each general meeting will be shared by Executive Board members.
-Acting as liaisons between parents of students with disabilities or suspected disabilities and the Director of Student Services.
-Preparing periodic reports for the Special education Administration regarding SEPAC activities and needs.
-Presiding over all meetings of the SEPAC
Liaisons to Administration:
-Acting as liaisons to the Director of Special Education, the Superintendent of Schools and the Hopkinton School Committee.
Secretary:
-Submit all agendas to town
-Maintain list of members
-Coordinate recording, filing and posting of minutes of the SEPAC and its committees
Treasurer:
-Shall keep an account of receipts and expenditures.
-Shall arrange disbursements as authorized by the Executive Board or SEPAC.
-Disbursements for non-budgeted items must be approved by the Executive Board.
-Shall present a financial statement at all SEPAC meetings and at other times when requested.
Article V: Elections
Elections shall be decided by a simple majority vote of the voting membership, subject to the presence of a quorum during the May general meeting. New officers shall take office as of July 1st following their election.
If the voting membership is less than 50, a quorum shall be at least 50% (rounding down) of the voting membership.
If the voting membership is greater than 50, a quorum shall be 30% (rounding down) of the voting membership.
The Commonwealth of Massachusetts will be informed of the annual elections, with the names, addresses and phone numbers of the new board by July 1 of each year.
Nominations will be made verbally for each position. The nominees must be present to accept the nomination unless written acceptance has been submitted. If a nomination is accepted and is not contested the nominee will assume the position. In a situation where more than one nominee has accepted the nomination the outcome will be determined by a majority vote.
Article VI: Meetings
Meetings are defined as any SEPAC meeting, activities, or committee meeting at which a quorum is met. The number of meetings to be held each year and the dates of those meetings shall be determined annually by the Executive Board. Advance notice of any and all meetings and elections will be published/posted with a minimum of 48 hours advance notice and comply with the MA Open Meeting Law regulations.
Minutes of all SEPAC meetings shall be recorded and posted in accordance with the MA Public Records law.
General Meetings/Workshops generally will be held monthly, from September through June. Notice of all general meeting dates and elections shall be published in social media, posted at Town Hall, and a notice sent to each voting member whenever possible.
Monthly Meetings will be attended by the board and are also open to the public.
Notice of all board meeting dates and elections shall be published in social media, posted at Town Hall, and a notice sent to each voting member whenever possible.
Matters which require a vote to be taken by the voting membership include, but are not limited to the following items:
A change in the by-laws.
Elections require a vote as described in Article V, Elections.
Minutes of all Hopkinton Special Education Parent Advisory Council meetings shall be recorded and retained for public record.
Article VII: Conflict of Interest
Any member of the Executive Board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the SEPAC, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily excuse him/herself and will vacate his seat and refrain from discussion and voting on said item.
Article VIII: Subcommittees
Subcommittees shall be created as needed.
Article IX: Amendments
These by-laws may be amended by a simple majority of the voting members at a monthly meeting and voted upon in the same meeting as they are proposed, unless a quorum (as described in article V) votes unanimously to approve the change.
Article X
Roberts Rules of Order are the default procedures for this organization.
Prepared 3/18