Danvers Special Education Parent Advisory Council (SEPAC) Bylaws

ARTICLE I: NAME

The name of this self-governed organization is Danvers Special Education Parent Advisory Council, also known as Danvers SEPAC.

ARTICLE II: MISSION

The Danvers SEPAC strives to cultivate a membership that reflects the linguistic, religious, racial, cultural and socio-economic diversity of the District and intends to include members from the preschool, each elementary school, the middle school, high school (inclusive of alternative and transition programs) and out-of-district placements.

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

• Advise the district on matters pertaining to the education and safety of students with disabilities.

• Meet regularly with the Director of Student Services to participate in the planning, development, and evaluation of the district’s special education programs.

• Provide an educational forum for parents, students, educators, and others in the community involved with all students enrolled in special education.

• Promote better understanding and communication among families with special needs students and the Danvers Public Schools.

Article III: MEMBERSHIP

Section A: General Membership

General membership shall be open to any parent/guardian/caregiver of students with disabilities or any interested person with a vested interest in the education of students within the town of Danvers. General membership responsibilities include:

• Nominating and electing the SEPAC Board of Directors.

• Advising the SEPAC Executive Board, District personnel, and the School Committee on matters that pertain to the education and safety of students with disabilities. 

• Collaborate with school officials to participate in the planning, development and evaluation of the School Committee’s special education programs.

• Host a Basic Rights Workshop for the community annually.  Written materials should be provided and accessible to all families.

*Reference: Chapter 71 section 1c

Section B: SEPAC Executive Board -  General responsibilities include executing the mission of SEPAC, hosting regular meetings for the general membership, management of SEPAC funds, partnering with District and School Committee, setting and delivering on annual goals and objectives for the membership, and maintaining by-laws.

Executive Board positions are open to general membership of Danvers SEPAC and each board member must meet one of the following criteria:

• A person over the age 18 with professional or lived experience supporting individual(s) with disabilities.

• A student over the age of fourteen who identifies as disabled and is a student of Danvers Public Schools.

• Any parent/guardian/caregiver of a child with a disability, age 3 to 22 years, with or without an Individualized Education Plan (IEP), 504 Plan or an out-of-district placement, who has a vested interest  and whose child is eligible to attend Danvers Public Schools.

Section C: Membership Communications

• Danvers SEPAC may communicate directly with its members via phone, e-mail, social media, and other forms of media.

• Danvers SEPAC may directly communicate during in-person events where SEPAC is being represented or as requested by a member of the general membership.

• Danvers School District does not identify or share contact information of families with children receiving special education services; therefore, SEPAC communications may be distributed by the Director of Student Services, School Principals, or the Superintendent on behalf of SEPAC.

• General members may opt in to receive direct communications from Danvers SEPAC via email

TheDanversSEPAC@gmail.com or other methods offered by SEPAC.

• All contact information provided to the SEPAC must be treated as confidential and used only for SEPAC purposes.

Article IV: SEPAC Executive Board

Board members are elected by the general membership and serve in  the elected position for two years. Board members may serve up to three consecutive terms, if re-elected. If an office becomes vacant, an election for that office can be held immediately with the term expiring the following May.

• To avoid conflict of interest, employees of Danvers Public Schools who belong to the Massachusetts Teachers Association shall not hold a board position but are welcomed and encouraged to participate as a general SEPAC member.

• Elections for open positions are held at the annual meeting in May.

• A Board Member may resign by giving notice in writing to the Chair of Danvers SEPAC. In the event of a resignation, the Board shall hold an election for a successor to fill an unexpired term.

• Executive Board Member Roles may be shared by up to two individuals.

• An Executive Board Member  may hold more than one office should a role be vacant and there are no interested candidates.

• The SEPAC Executive Board consists of 4 officers - Chair, Secretary, Treasurer and Family and Inclusion Coordinator and 3 General Board Member positions.  

• General Board Members may include a Board Chair (if available) and are appointed by the current Board Chair and voted on by the Executive Board.

Executive Board Member Responsibilities of Danvers SEPAC

All Executive Board members share equal voting power regardless of position on the board, may share their duties with another co-officer, and attend all board, community and district meetings pertaining to SEPAC to the best of their ability.

Chairperson - Two year term (When possible, this role should be filled by a person familiar with SEPAC and/or has worked closely with SEPAC for at least 6 months. Co-Chair position to be used in transitions.)

• Set agenda for each general and executive board meeting

• Preside at all board, community and district meetings pertaining to SEPAC to the best of their ability or delegate another board member to represent SEPAC in their absence.

• Monitor compliance with bylaws and the Department of Elementary and Secondary Education (DESE) Regulations

• Act as liaison with the Director of Student Services and Danvers School Committee.

• Represent and speak on behalf of the SEPAC at meetings of the School Committee.

• Leads Executive Board through strategic goal setting process annually and drives progress towards each goal and objective.

• Transition knowledge and expertise to the next Chair upon end of term.

• Connect with Parent Liaisons to facilitate flow of information between schools & SEPAC.

Secretary - Two year term

• Records meeting minutes, vote results, and attendance at SEPAC executive board and general membership meetings.  Posts meeting minutes and agendas to the website so information is accessible to the general membership.

• Post and promote general membership meetings via SEPAC’s announcements to the public, manages SEPAC email and social media channels.

• Collect info from SEPAC and submit announcements to the Superintendent for the weekly DPS emails.

• Monitor Danvers SEPAC email three times per week and maintain the Danvers SEPAC email distribution list.

• Responsible for maintaining Google Drive organization.

• Reserve meeting locations and/or schedule and distribute virtual remote meeting links.

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Treasurer - 2 year term

• Prepare annual budget for the school year, to be presented and approved at a general membership meeting.

• Maintain accurate account of receipts and expenditures, in accordance with the budget adopted by DPS.

• Arrange disbursements as authorized by the Board or SEPAC. Disbursement for non-budgeted items must be approved by the Board and is limited to $75.00. Disbursement for non-budgeted items exceeding this amount must be approved by a majority vote of the Executive Board at a monthly board meeting.

• Provide financial reports (income / expenditures) up to 3x per year at general membership meetings or as  requested by the Executive Board.

• Partner with the Executive Board on efforts to apply for grants and solicit sponsorships and/or general donations.

• Partner with Executive Board to identify and execute on fundraising opportunities. 

Family Engagement & Inclusion Coordinator - 2 Year Term

• Develop and propose an annual program schedule of topics, presenters and other information for SEPAC’s educational programs.  The program schedule is approved by the Executive Board via a vote.

• Promote and share resources and events via SEPAC’s social media channels, etc. 

• Monitor organizations, such as FCSN, for training opportunities, community events, caregiver information, etc. to be shared with board / schools / families / etc.

• Promote inclusion programs within Danvers Public Schools (DPS) with prior board approval.

• Responsible for maintaining a master list of resources / contact information of vendors, speakers, educational programing, inclusion opportunities, etc. to be housed in the google drive of Danvers SEPAC.

• Provide resources, inclusion and programmatic opportunities for all student groups, pre-K through transitioning

General Executive Board Member (EBM) -  term coincides with Board Chair term

• The Board Chair may appoint up to 3 General Executive Board Members to be voted on by the SEPAC Board.

• General EBM’s provide input on key decisions and contribute expertise and/ or guidance on matters relevant to SEPAC’s mission, goals, and objectives.

• Where no specific duties are associated with this role, the member may take on tasks that align with their skill set and interests.

While some duties are delegated to specific roles, many can be shared amongst all SEPAC members, such as:

• Submit updates / information to SEPAC Secretary by Noon on Thursdays to be included in the weekly Superintendents email when school is in session.

• Share ideas for program schedule topics, presenters and other information for SEPAC sponsored educational programs

.

General Notes

• Co-roles are shared equally. Co-roles are expected to work together, ensuring a continuous flow of information between the two, as each should be aware of what the other is working on and any challenges or progress being made.

• Meetings scheduled with DPS Administration to discuss SEPAC business must be approved by the Executive Board and, a minimum of 2 board members must be present. Should this not be feasible, the board may approve solo meetings on an as needed basis.

• All project, initiatives and priorities of SEPAC are outlined in the annual goals and objectives set forth by the Chair.  Projects are assigned to members and progress is monitored by the Chair as well. If new priorities emerge, the Executive Board will discuss and add by vote

ARTICLE V: COMMITTEES

The Chair, with input from the Board, may create standing and special committees to promote the mission and goals of SEPAC. Committee involvement shall be on a voluntary basis. The Chairperson or their designee will oversee the committee leadership and parent liaisons for each school.

Parent / School Liaisons

Term ‘parent’ reflects biological, adoptive, foster parents, guardian, grandparents, and extended family caregivers.

One or more general member(s) who are parents from each elementary, middle, and high school, as well as one or more general member parents who have a student with an out-of-district placement. These positions act as an advisory member to the Executive Board.

ARTICLE VI: ELECTIONS

Board members of SEPAC are elected by the general membership and shall take office on June 1st with term running until May 31st of the following year.

• Annual elections typically occur in May.

• All Board members, as defined in Article III, are eligible to make nominations.

• Nominations must be submitted to the Secretary at least 14 days prior to the date of voting.

• If any office becomes vacant, a special election for that office can be held at the next monthly meeting to complete the existing term of the vacant position.

• Elections and special elections shall be decided by a simple majority vote of the general membership present at the meeting, subject to the presence of a quorum of 3. New Executive Board members shall take office June 1st, following their election, unless the position previously vacant.

• A Board member may be removed with cause by vote of the voting members.

• SEPAC will inform the school district of the outcome of the annual elections and the names, addresses and phone numbers of the new board by June 1st of each year.

Chairperson - Two year term (When possible, this role should be filled by a person familiar with SEPAC and/or has worked closely with SEPAC for at least 6 months. Co-Chair position to be used in transitions.)

• Set agenda for each general and executive board meeting

• Preside at all board, community and district meetings pertaining to SEPAC to the best of their ability or delegate another board member to represent SEPAC in their absence.

• Monitor compliance with bylaws and the Department of Elementary and Secondary Education (DESE) Regulations

• Act as liaison with the Director of Student Services and Danvers School Committee.

• Represent and speak on behalf of the SEPAC at meetings of the School Committee.

• Leads Executive Board through strategic goal setting process annually and drives progress towards each goal and objective.

• Transition knowledge and expertise to the next Chair upon end of term.

• Connect with Parent Liaisons to facilitate flow of information between schools & SEPAC.

Secretary - Two year term

• Records meeting minutes, vote results, and attendance at SEPAC executive board and general membership meetings.  Posts meeting minutes and agendas to the website so information is accessible to the general membership.

• Post and promote general membership meetings via SEPAC’s announcements to the public, manages SEPAC email and social media channels.

• Collect info from SEPAC and submit announcements to the Superintendent for the weekly DPS emails.

• Monitor Danvers SEPAC email three times per week and maintain the Danvers SEPAC email distribution list.

• Responsible for maintaining Google Drive organization.

• Reserve meeting locations and/or schedule and distribute virtual remote meeting links.

Treasurer - 2 year term

• Prepare annual budget for the school year, to be presented and approved at a general membership meeting.

• Maintain accurate account of receipts and expenditures, in accordance with the budget adopted by DPS.

• Arrange disbursements as authorized by the Board or SEPAC. Disbursement for non-budgeted items must be approved by the Board and is limited to $75.00. Disbursement for non-budgeted items exceeding this amount must be approved by a majority vote of the Executive Board at a monthly board meeting.

• Provide financial reports (income / expenditures) up to 3x per year at general membership meetings or as  requested by the Executive Board.

• Partner with the Executive Board on efforts to apply for grants and solicit sponsorships and/or general donations.

• Partner with Executive Board to identify and execute on fundraising opportunities. 

Family Engagement & Inclusion Coordinator - 2 Year Term

• Develop and propose an annual program schedule of topics, presenters and other information for SEPAC’s educational programs.  The program schedule is approved by the Executive Board via a vote.

• Promote and share resources and events via SEPAC’s social media channels, etc. 

• Monitor organizations, such as FCSN, for training opportunities, community events, caregiver information, etc. to be shared with board / schools / families / etc.

• Promote inclusion programs within Danvers Public Schools (DPS) with prior board approval.

• Responsible for maintaining a master list of resources / contact information of vendors, speakers, educational programing, inclusion opportunities, etc. to be housed in the google drive of Danvers SEPAC.

• Provide resources, inclusion and programmatic opportunities for all student groups, pre-K through transitioning

General Executive Board Member (EBM) -  term coincides with Board Chair term

• The Board Chair may appoint up to 3 General Executive Board Members to be voted on by the SEPAC Board.

• General EBM’s provide input on key decisions and contribute expertise and/ or guidance on matters relevant to SEPAC’s mission, goals, and objectives.

• Where no specific duties are associated with this role, the member may take on tasks that align with their skill set and interests.

While some duties are delegated to specific roles, many can be shared amongst all SEPAC members, such as:

• Submit updates / information to SEPAC Secretary by Noon on Thursdays to be included in the weekly Superintendents email when school is in session.

• Share ideas for program schedule topics, presenters and other information for SEPAC sponsored educational programs

General Notes

• Co-roles are shared equally. Co-roles are expected to work together, ensuring a continuous flow of information between the two, as each should be aware of what the other is working on and any challenges or progress being made.

• Meetings scheduled with DPS Administration to discuss SEPAC business must be approved by the Executive Board and, a minimum of 2 board members must be present. Should this not be feasible, the board may approve solo meetings on an as needed basis.

• All project, initiatives and priorities of SEPAC are outlined in the annual goals and objectives set forth by the Chair.  Projects are assigned to members and progress is monitored by the Chair as well. If new priorities emerge, the Executive Board will discuss and add by vote

ARTICLE V: COMMITTEES

The Chair, with input from the Board, may create standing and special committees to promote the mission and goals of SEPAC. Committee involvement shall be on a voluntary basis. The Chairperson or their designee will oversee the committee leadership and parent liaisons for each school.

Parent / School Liaisons

Term ‘parent’ reflects biological, adoptive, foster parents, guardian, grandparents, and extended family caregivers.

One or more general member(s) who are parents from each elementary, middle, and high school, as well as one or more general member parents who have a student with an out-of-district placement. These positions act as an advisory member to the Executive Board.

ARTICLE VI: ELECTIONS

Board members of SEPAC are elected by the general membership and shall take office on June 1st with term running until May 31st of the following year.

• Annual elections typically occur in May.

• All Board members, as defined in Article III, are eligible to make nominations.

• Nominations must be submitted to the Secretary at least 14 days prior to the date of voting.

• If any office becomes vacant, a special election for that office can be held at the next monthly meeting to complete the existing term of the vacant position.

• Elections and special elections shall be decided by a simple majority vote of the general membership present at the meeting, subject to the presence of a quorum of 3. New Executive Board members shall take office June 1st, following their election, unless the position previously vacant.

• A Board member may be removed with cause by vote of the voting members.

• SEPAC will inform the school district of the outcome of the annual elections and the names, addresses and phone numbers of the new board by June 1st of each year.

ARTICLE VI: ELECTIONS

The next election for the board positions below will take place in May 2027. If any office becomes vacant, a special election for that office can be held at the next monthly meeting to complete the existing term of the vacant position.

• Chairperson - 2 year term

• Secretary - 2 year term

• Treasurer - 2 year term

• Family Engagement & Inclusion Coordinator - 2 year term 

ELECTIONS PROCESS

• Board members of SEPAC are elected by the general membership and shall take office on June 1st with term running until May 31st of the following year.

• Annual elections typically occur in May.

• All Board members, as defined in Article III, are eligible to make nominations.

• Nominations must be submitted to the Secretary at least 14 days prior to the date of voting.

• If any office becomes vacant, a special election for that office can be held at the next monthly meeting to complete the existing term of the vacant position.

• Elections and special elections shall be decided by a simple majority vote of the general membership present at the meeting, subject to the presence of a quorum of 3. New Executive Board members shall take office June 1st, following their election, unless the position previously vacant.

• A Board member may be removed with cause by vote of the voting members.

• SEPAC will inform the school district of the outcome of the annual elections and the names, addresses and phone numbers of the new board by June 1st of each year.

Article III: MEMBERSHIP

Section A: General Membership

General membership shall be open to any parent/guardian/caregiver of students with disabilities or any interested person with a vested interest in the education of students within the town of Danvers. General membership responsibilities include:

• Nominating and electing the SEPAC Board of Directors.

• Advising the SEPAC Executive Board, District personnel, and the School Committee on matters that pertain to the education and safety of students with disabilities. 

• Collaborate with school officials to participate in the planning, development and evaluation of the School Committee’s special education programs.

• Host a Basic Rights Workshop for the community annually.  Written materials should be provided and accessible to all families.

*Reference: Chapter 71 section 1c