I. NAME:

The name of the organization shall be the Westwood Special Education Parent’s Advisory Council (SEPAC).

II. PURPOSE:

The purpose of the organization shall be:

A. To participate in the planning, development and evaluation of the school district’s special    education programs;

B. To meet regularly with school officials;

C. To advise the district on matters that pertain to the education and safety of students with disabilities;

D. To facilitate communications and collaboration between parents/guardians of special education students and school officials; and

E. To provide information and support on resources available within Westwood and the surrounding communities to parents/guardians of special education students.

III. MEMBERSHIP:

Membership is open to all parents/guardians, educators and other interested parties but is not automatic. A member must take action to join on an annual basis (for each academic year) by completing a membership form.

IV. MEETINGS:

The organization shall hold at least four (4) general meetings from September to June each academic year. The meeting schedule (including additional meetings if needed) shall be determined by the Executive Board and notice of said meeting shall be provided to members at least 7 days in advance.

At least one meeting per year shall include a workshop on the rights of students and their parents/guardians under state and federal education laws as required by 603 CMR 28:07 (4).

V. EXECUTIVE BOARD:

The affairs, activities and operations of the organization shall be managed by the Executive Board. The Executive Board shall transact necessary business during the intervals between the general meetings and such other business as may be referred to it by the membership or school officials. The Executive Board shall consist of the following elected positions:

A. Chairperson:
The chairperson will serve for a one year term and will preside over meetings and will represent the SEPAC at the President’s Council Meetings with the Superintendent. The chairman will, in general, supervise and direct all activities of the organization and can call for the formation of standing or special committees to assist with and/or carry out activities. The Chairperson will have signing authority on checks in the event the Treasurer is unable and will also have the authority to sign or authorize the signing a contract by a committee chair if necessary on behalf of the organization (eg. to arrange for a guest speaker).

B. Co-Chair:
The Co-Chair will serve in the Co-Chair position for one year and will move into the Chairperson position the following year. The Co-Chair will assist the Chair in planning, organizing and running meetings and will preside over meetings or attend the President’s Council Meeting when the Chairperson is unable to do so.

C. Treasurer:
The Treasurer will serve for a two year term and is responsible for the finances of the organization, including maintaining and reconciling the bank statements, collection of funds due or received by the organization, and payment of expenses. The Treasurer is responsible for preparation of a proposed annual budget for the next fiscal year at the last general meeting of the year. The Treasurer shall provide a statement of financial condition at each general meeting.

D. Secretary:
The Secretary will serve for a one year term and is responsible for recording and maintaining the minutes of the meetings and providing notice of the meetings and the agenda. The secretary will also maintain and distribute the list of liaisons. The secretary is also responsible for accepting nominations for open board positions and ensuring that the nominated party is willing to serve.

E. Membership Coordinator:
The Membership Coordinator shall be responsible for collecting membership forms, maintaining membership lists and working with school liaisons to obtain and increase membership. The Membership Coordinator shall serve for a two year term.

VI. NON – EXECUTIVE BOARD POSITIONS:

The organization shall have the following volunteer positions:

A. Liaison:
A liaison will act as conduit for communication and distribution of material between the organization and the schools. Responsibilities will involve a brief presentation at curriculum nights with distribution of membership forms, and submission of announcements to school newsletters. A liaison is needed for each school, the pre-school and to represent out-of-district parents. This is a volunteer position which requires a commitment for the full academic year. The positions are filled on a first come basis although two people can share responsibility.

B. Committee Chairs:
In the event a special or standing committee is formed, a committee chair shall coordinate the activities and/or events of the committee. The Committee Chair will report to the Executive Board and general membership regarding the status of committee work and shall maintain minutes (a summary) of the subcommittee meetings/work. These are volunteer positions which require commitment for the full academic year or length of the committee’s special project whichever is shorter. The positions are filled on a first come basis although two people can share responsibility.

VII. VOTING:

Voting privileges are afforded to members of SEPAC who are parents or guardians of a child or children on an IEP or receiving 504 accommodations through the Westwood Public Schools.

A quorum is defined as at least 5 voting members and at least three members of the Executive Board.

Nominations for open board seats shall be accepted in April (by the secretary) for elections at the final meeting of the year. Officers shall take office at the end of each academic year for the next year/term. A current board member may be elected to the same position for an additional term only in the event that no other nominations are made and no-one else is willing to fulfill the position.

VIII. SPECIAL ELECTIONS FOR OPEN EXECUTIVE BOARD POSITIONS:

In the event that there is an open Executive Board Seat during the course of the Academic year, a special election may be held prior to the final meeting of the year. The elected Board Member(s) will serve for the remainder of the academic year. In the event the board position is a position which calls for a two year term, the Board Member will serve through the end of the following academic year.

IX. OPERATIONAL PROCEDURES:

Meetings of the organization shall be subject to the open meeting laws (M.G.L. c. 39 §23A-23C). The SEPAC shall operate all general meetings under parliamentary procedures as established by Robert’s Rules of Order.

X. BY LAWS AMENDMENT PROCEDURES:

These By Laws may be amended at any SEPAC general meeting provided that the amendment shall be submitted in writing at a previous SEPAC general meeting, and notice has been given to the date, time and place of the vote on the amendment. A vote on an amendment of the By-Laws can not be denied if these procedures are followed. All amendments shall require a 2/3 vote of the voting membership present to pass. A quorum is required.