ARTICLE I: NAME

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

ARTICLE II: MISSION

The purpose of the Needham 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 Needham 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 SPED Administrators 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 Needham 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 Needham 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.

ARTICLE IV: MEMBERSHIP

General Membership shall be open to any resident of Needham including parents, guardians, educators and other parties interested in the special education of Needham students. In addition, a parent/guardian of a current Needham student with special needs may also be a General Member even though the parent or guardian may reside outside of Needham. 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 Chair, Vice Chair, (or two Co-Chairs) a Secretary (or Co-Secretaries), a Program Coordinator or Coordinators, a Treasurer, if applicable, and one representative each from the elementary school, middle school, and high school age groups, when possible.

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 seven individuals who wish to be on the SEPAC Board, the Board shall function with no less than three members. The Board shall also have one representative from each school level, when possible.

Board Responsibilities of the Needham SEPAC

Chair(s):

• Preside at all meetings of the Needham SEPAC
• Coordinate all meetings and ensure information is given to the SPED Administrators and the Director of Student Services
• Act as liaison between the Needham SEPAC and the Director of Pupil Services SPED Administrators and the Director of Student Services
• Set the agenda for each general meeting and help set and coordinate agenda for SEPAC Board meetings
• Create and oversee appropriate distribution of the SEPAC informational material

Vice Chair:

• Preside at meetings in the absence of the Chair, or at the request of the Chair, assist the Chair as appropriate; perform the responsibilities of the Chair at his/her request.

Secretary:

• Record the minutes of SEPAC meetings
• Maintain an accurate attendance log
• Conduct hospitality correspondence

Program Coordinator:

• Oversee process for determining meeting schedule, topics, presenters, and other information for SEPAC’s monthly meetings (September through June)
• Responsible for district calendar, school bulletin, and newspaper announcements

Treasurer:

• The Treasurer shall be responsible for maintaining financial records of the SEPAC when applicable such as: update and report treasury status; coordinate a budget; make appropriate deposits, receive and disburse funds and communicate with town director of financial operations as appropriate for this organization.

School Representatives:

• Bring forth individual school concerns/questions/needs to the SEPAC Board for discussion
• Communicate SEPAC information to his/her representative school(s)
• 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 spring. 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. Alternatively, the election may be staggered so that one officer may be elected each year. This process allows for both the new officer and a current serving officer the continuity of experience every year.

Eligibility to Hold Board Positions: Any individual who wishes to be on the SEPAC Board must be a Needham 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 Chair is automatically nominated for the office of Chair.

Election Procedures

1. In the spring (March/April) of an election year, the Board, by simple majority vote, shall appoint Election Coordinator(s). Any person from the General Membership, who has previously attended a SEPAC meeting may volunteer.
2. The Election Coordinator(s) 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, announcements in local paper etc.
3. Prior to the final SEPAC meeting the Election Coordinator(s) 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) may prepare a written statement to be read on his/her behalf. The Election Coordinator(s) may also post the names and the positions sought for the SEPAC Board on the SEPAC website at least two weeks prior to this meeting.
4. At this same meeting or a later meeting of SEPAC (mostly likely in May) the Election Coordinators shall conduct an election for the new SEPAC Board. Elections can be held by a show of hands if the position sought is uncontested or by ballot if contested and decided by a simple majority of the General Membership, in attendance who are eligible to vote. The Election Coordinator(s) 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 Chair resigning, the Vice Chair may automatically accept the position of Chair.
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 Chair.
6. Meetings shall be conducted by the 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 the Chair meetings shall be conducted by the Vice Chair.
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 Chair, (or Vice Chair 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 Needham 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 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. Either Chair(s) or Vice-Chair 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 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 Student Services and the SPED Administrators.