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Millis SEPAC Bylaws

Initial: June 7, 2017
Updated: Nov 10, 2021

 

ARTICLE I: NAME
The full name of this self-governed organization shall be the “Millis Special Education Parent Advisory Council,” and its abbreviated name shall be “Millis SEPAC.

 

ARTICLE II: MISSION

The Millis SEPAC is committed to developing an understanding of, respect for, and support to all children with special needs in the Millis Public School District.


To that end, and pursuant to 603 CMR 28.07(4), the Millis SEPAC shall:


  • Advise school officials and the school committee on matters pertaining to the education, health and safety of students with special needs. Advocate on behalf of students with special needs and their families to school officials, the school committee and the school community.
  • Meet regularly with Special Education Administrators and other school officials to participate in the planning, development, and evaluation of the school districts special education programs.
  • Facilitate communication between families with special needs students and the Millis Public Schools.
  • Provide support and information for and facilitate the sharing of information among parents/guardians of children with special needs.
  • In cooperation with the Public Schools of Millis, provide annual training on the rights of students and their parents and guardians under state and federal special education law.
  • Participate in the development and review of the Three Year Program Plan and Annual Update for Special Education (formerly known as the “Local Education Agency Annual Plan” or “LEA Plan”) prior to submission to the Department of Education, Division of Special Education.
  • Fulfill all other obligations and review of the Three Year Program Plan and Annual Update for Special Education in Chapter 71B of the Massachusetts General Laws, Section 3; Chapter 71, Section 1 C; and Title 603 of the Code of Massachusetts Regulations, sections 28.03(1)(a)(4) and 28.07(4), with respect to the Public Schools of Millis, Massachusetts.

The Massachusetts regulation states:
Each school district shall create a district wide parent advisory council offering membership to all parents of eligible students and other interested parties. The parent advisory council duties shall include but not be limited to: advising the district on matters that pertain to the education and safety of students with disabilities; meeting regularly with school officials to participate in the planning, development, and evaluation of the school district’s special education programs. The parent advisory council shall establish by-laws regarding officers and operational procedures, and, in the course of its duties, the parent advisory council shall receive assistance from the district without charge, upon reasonable notice, and subject to the availability of staff and resources.

 

ARTICLE III: POLICIES

The Millis SEPAC shall be non-commercial, non-profit organization.

 

ARTICLE IV: MEMBERSHIP

General Membership is open to any resident of Millis including parents, guardians, special education surrogate parents (SESP), educators, and other parties interested in the special education of Millis. In addition, a parent/guardian/SESP of a current Millis student with special needs may also be a General Member even though the parent or guardian may reside outside of Millis.

 

Eligibility for Voting Membership: Voting members must have attended at least two SEPAC meetings in the last year and be a parent/guardian of a student whose education is the partial or entire responsibility of the Millis Public Schools and has documented special needs, whether or not that student is currently on an individual educational or section 504 plan at the time of the vote.

 

ARTICLE V: Millis SEPAC BOARD

The SEPAC BOARD shall include 2 Co-Chairs, a Secretary, a Treasurer, and one to three liaisons for each school. This group of individuals shall be commonly known as the SEPAC Board. The term for each position is two years. In the event that there are not enough individuals who wish to be on the SEPAC Board, the Board shall function with no less than three members. When necessary, a board member may hold multiple positions. The Board should meet at least twice a year for a purpose of enacting and monitoring the annual goals.

 

Eligibility to Hold Board Positions: Any individual who wishes to be on the SEPAC Board must be a Voting Member and a parent/guardian of a student whose education is the partial or entire responsibility of the Millis Public Schools and has documented special needs, whether or not that student is currently on an individual educational or section 504 plan.

In addition to the aforementioned requirements, to be a school or out of district representative, the candidate must have a student with special needs attending the particular school they are representing, or be placed out of district, for the period covered by the elections.


Co-chair(s)

  • Position is held by 2 elected general members.
  • One of the chair(s) organize and facilitate each SEPAC meeting
  • Set the agenda for SEPAC meetings and coordinate agenda for SEPAC Board meetings.
  • Coordinate events and the speakers where appropriate.
  • Primary liaison between the Millis SEPAC and the Director of Student Services.
  • Facilitate communication with and advisement to the Millis School Committee.
  • Maintain the website.
  • Coordinate, organize, and monitor the functions of subcommittees

Secretary(s)

  • This position will be held by 1 elected general member.
  • Record the minutes of monthly meetings.
  • Present the minutes to the SEPAC Board for approval.
  • Keep a list of attendees.
  • Make the meeting minutes publicly available.
  • Maintain the SEPAC mailing list.
  • Assist with maintaining the website.

Treasurer:

  • 1 parent/guardian will hold this position.
  • Maintain the “Friends of the Millis SEPAC bank account
  • Forecast funds needed for future events/programs.
  • Disperse funds as needed for events/programs.
  • Keep accurate financial records.
  • Provide a current accounting of funds as a standing agenda item of SEPAC meetings.
  • Assist with maintaining the website.

Liaisons:

  • 1 – 3 parents/guardians per school will hold this position, chosen by Co-Chairs.

  • Facilitate communication between the parents/guardians and the SEPAC Board members.
  • Work with other Board Members to conduct forums, arrange presentations, speakers, and provide other outreach to the General Membership.
  • Attend a minimum of two general SEPAC meetings per calendar year.
  • Shall act as the point person for each school represented for the purpose of connecting with and providing support to parents of children with special needs.

Article VI: ELECTIONS

Elections are held every 2 years in January to fill the SEPAC Board positions. The date and location of the election will be advertised (via website and email) one month prior to the election. Anyone who wishes to volunteer for a position needs to notify the SEPAC co-chairs prior to the election. Elections may be held by a show of hands if the number volunteers do not exceed the number of positions. Otherwise, a ballet shall be used to count the votes. In the case there is a shortfall in the Co-Chair position (due to a resignation or lack of candidates during the election process); the Board may appoint an interim Co-Chair until the next election. The Board must agree to the appointment by a simple majority. In the case there is a shortfall in the other Board positions, the Chair may appoint an interim, until the next election. New SEPAC Board Members shall take office on the first day of April following their election.

Article VII: AMENDMENTS

Amendment(s) to the By-Laws must be submitted to the SEPAC membership in writing 2 weeks prior to voting on the amendment(s). A reasonable attempt will be made to communicate to the general SEPAC membership of the proposed change(s). A simple majority of the voting members needs to carry any change.

Article VIII: MEETINGS

  • SEPAC Meetings are subject to open meetings laws in accordance to MGL c.39, ss23A-23C.
  • The established quorum for any meeting shall be a minimum of three Board Members.
  • Meetings are to be held no less than three (3) times per school year.
  • 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.
  • 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 Co-Chair.
  • Meetings shall be conducted by a Co-Chair, 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 a Co-Chair meetings shall be conducted by the Secretary.
  • Any agenda item that requires a vote should be noted as such on the agenda. The vote shall be by Voting Members (described in article IV) only and shall be conducted by one of the Co-Chairs. 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.
  • The board will determine if an action will be voted on by general voting membership or board only.
  • Minutes of all Millis SEPAC meetings shall be recorded and retained as a matter of public record on the official SEPAC web site.

Article IX: COMMITTEES

The Co-Chair(s), 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. A Co-Chair(s) of SEPAC shall be an ex-officio member(s) of all standing and special committees. Special committees shall terminate when their final reports are submitted.

Article X: DISSOLUTION OF THE BOARD

If the SEPAC Board is no longer functioning with a minimum of two members, SEPAC must notify the Director of Student Services and the Millis School Committee.

These bylaws may be adopted, altered, repealed or amended at any SEPAC meeting provided that the proposed change is submitted in writing to all SEPAC Board members at least 15 calendar days prior to the scheduled meeting in which the vote is to be taken.

  • Proposed Bylaws changes may be adopted by a quorum of the Board membership at a meeting.
  • The SEPAC Board shall review these bylaws every two (2) years.No