Medfield SEPAC By-Laws

Please click to view the Medfield Special Education Parent Advisory Council (SEPAC) Bylaws, as adopted on June 1, 2024.

Medfield Special Education Parent Advisory Council (SEPAC) By-Laws

As Amended & Approved June 1, 2024

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 will, if reasonably possible:

• Advise the school district on matters that pertain to the education and safety of students with disabilities and meet regularly with school officials to participate in the planning, development, and evaluation of the school district special education programs (Section 3 Chapter 71B). The parent advisory council receives assistance from the school committee without charge, upon reasonable notice, and subject to the availability of staff and resources.

• 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.

• 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 will 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, will 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, Voting Member, Active Member or Board Member is legally authorized to bind Medfield SEPAC without majority approval of the SEPAC Board.

ARTICLE IV: MEMBERSHIP

General Members: General membership will 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 furthering the Mission as stated in Article II, attending meetings, and nominating SEPAC Board Members. Voting Members: Any Active Member may vote on SEPAC related matters. An Active Member is defined as a general or board member who has attended at least two SEPAC meetings with in the academic school year. 

ARTICLE V: SEPAC BOARD

The SEPAC BOARD will include two  Co- Presidents, Secretary, Treasurer, one Representative for each of the five Medfield Schools, one Medfield Integrated Preschool Representative for and one Representative for students placed out of district. This group of individuals will be commonly known as the SEPAC Board. The term for each position is one year. In the event that there are not enough individuals who wish to fulfill all of the positions on the SEPAC Board, the Board will function with no less than three members. Board Members may hold more than one office. Board Members will endeavor to attend all regular meetings of the Medfield SEPAC and attend other School District meetings to foster awareness of and advocate for students with special needs when able.

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 Medfield Public Schools and has documented special needs, whether or not that student is currently on an IEP 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 unless the President designates the representative to fill a vacancy. 

Board Responsibilities of the Medfield SEPAC

Co- Presidents (One year term & Two year term):

• Preside at meetings of the Medfield SEPAC

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

• Act as liaison between the Medfield SEPAC and the Director of Student Services

• Set the agenda for each general meeting in coordination with SEPAC Board Members

• Coordinate and monitor the functions of subcommittees

• Arrange and present an annual summary of the SEPAC work to the Director of Student Services for the Medfield School Committee

• Coordinate external public communication, including monitoring and responding to listserv and liaising with stakeholders

• Network with local and state SEPAC organizations 

• Chair Scholarship Committee

Communications Chair:

• Record the minutes of SEPAC meetings.

• Make Meeting Notes available to Board Members and public on our website 

• Create and distribute timely event and meeting publicity through the School blasts, District website, listserv, Facebook, Instagram and other means as appropriate

• Develops and manages the calendar of site council, PTO meetings, PIN and sign-up for SEPAC members

Treasurer:

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

• Keep accurate financial records

• Provide a current accounting of funds as a standing agenda item of SEPAC meetings

• Coordinate fundraising initiatives if needed

School and Out of District Representatives:

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

• Communicate SEPAC meeting and event details with the designated school or out of district so the individual schools can disseminate the information to their community

• Act as representative for the student group in the designated school or out of district placement, advocating for needs or concerns of students and parents

• Work with other Board Members to conduct forums, arrange presentations, speakers, and provide other outreach to the community

ARTICLE VI: ELECTIONS

Nominations may be made by ballot, electronic, or voice vote prior to the election. All Members are eligible to make nominations. 

Elections will be the first order of business annually during the May SEPAC meeting, unless otherwise designated by the Board at a SEPAC meeting. Elections will be decided by simple majority vote of Active Members. Voting Members, subject to the presence of at least three Voting Members. New SEPAC Board Members will take office immediately following their election. The new Board Members will assume his/her/their new roles and then work with the departing officers to conduct the remainder of the meeting.

Vacancy: If a vacancy occurs in any office, for any reason, the Board Members may nominate and the Active Members may elect a successor who meets the criteria of a Board Member by simple majority at the next a SEPAC meeting. As previously stated, the SEPAC President can designate a school or out of district representative who does not meet all the requirements of that position without holding a formal vote.

ARTICLE VII: MEETINGS

1. Medfield SEPAC is not subject to Open Meeting Law. .

2. Meetings are to be held no less than three (3) times per school year.

3. The established quorum, for voting, for any meeting will be a simple majority of the current total SEPAC Board members

4. Notice of meetings will be shared  as early as possible, via email and on the SEPAC social media sites, google site, and school news blasts . Reasonable attempts will be made to notify the community of meetings, times, and proposed agendas before the meeting.

ARTICLE VIII: SUBCOMMITTEES

Subcommittees may be created as needed at the discretion of the SEPAC Board and will report on activities to the SEPAC Board and General Members at the meetings.

ARTICLE IX: AMENDMENTS

These Bylaws may be amended by a simple majority of Active Members at a General or Board Meeting. By-laws changes may not be voted upon in the same meeting as proposed unless the Active Members unanimously vote to approve the change.