Hingham SEPAC Mission Statement and By-laws


 Revised 9/21/2011; 3/8/17
                                 

Hingham SEPAC Mission Statement and By-laws

In accordance with federal and state special education laws and regulations and in adherence with all the Massachusetts Department of Elementary and Secondary Education (DESE) directives and advisories pertaining to the creation and functioning of special education parent advisory councils, Hingham Public Schools (HPS) has established and will continue to foster the HPS Special Education Parent Advisory Council (SEPAC).  HPS authorizes the Hingham SEPAC to be the authorized and designated special education parent advisory council for HPS, Hingham, MA.  Such above-referenced guidelines can be found at the end of this document.  There may be additional advisories later on, but at this time there are no further directives.

Hingham SEPAC Mission Statement

The mission of the SEPAC is to work for the understanding of, respect for, and support of children with disabilities who receive special education services from HPS as follows:

  • To promote a network of parents of students with disabilities who receive special education services from HPS and to provide a forum to share information and concerns;
  • To advise the Director of Student Services, the Superintendent, and the School Committee regarding professional development and parent concerns;
  • To promote communication between Hingham SEPAC members, local, state and national organizations, councils, and groups;
  • To promote communication and programs within the community to encourage understanding, acceptance, and inclusion of all children with disabilities.


Hingham SEPAC By-laws

Article I:  Name of Organization

The name of this organization shall be the Hingham Special Education Parent Advisory Council, also known as Hingham SEPAC.

Article II:  Purpose of the Hingham SEPAC

The mission of the Hingham SEPAC is to work for the understanding of, respect for, and support of children with disabilities who receive special education services from Hingham Public Schools (HPS).
  • To promote a network of parents of students with disabilities who receive special education services from HPS and to provide a forum to share information and concerns;
  • To advise the Director of Student Services, the Superintendent, and the School Committee regarding professional development and parent concerns;
  • To promote communication between Hingham SEPAC members, local, state and national organizations, councils, and groups;
  • To promote communication and programs within the community to encourage understanding, acceptance, and inclusion of all children with disabilities. 

​Pursuant to 603 CMR 28.07(4) and 603 CMR 28.03(1)(a)(4), the duties of Hingham SEPAC include but are not limited to the following:

  • Advising the school district on matters that pertain to the education and safety of students with disabilities;  
  • Meeting regularly with Special Education Administrators and school officials to participate in the planning, development and evaluation of the school district’s special education programs. 
  • Cooperate with the Hingham Public Schools in conducting annual training workshop on the rights of students and their parents and guardians under state and federal special education law. 

Article III:  Terms of Membership

General membership shall be open to all Hingham parents/guardians of children with disabilities, as well as other interested parties, who reside in Hingham, MA.  Voting membership will include any parent or guardian of a child with a disability residing in or attending school in Hingham, with or without an Individualized Education Program (IEP) or Section 504 Plan, as well as students aged 18-22 who receive special education services from HPS. 
 

Article IV:  Officers of the Hingham SEPAC

Officers of the Hingham SEPAC are nominated by the voting membership and/or by the HPS professional staff.  Officers will hold office for one year.  An election will be held to elect officers.  Hingham SEPAC will attempt to include a representative group of officers from across the district.  If any officer position becomes vacant, an election for that position will be held at a special meeting as soon as possible and the elected officer will complete the remainder of the term.  If an officer fails to attend three (3) consecutive monthly SEPAC meetings or a total of four (4) monthly meetings during a term, that position shall be deemed vacant and an election to fill such vacant positions shall occur as outlined herein.  Upon resignation all SEPAC documents will be given to the Chairperson(s).  All officers may have the option to run for re-election.  All resignations must be in writing and delivered to the Director of Student Services and the Hingham SEPAC officers.  There will be no fewer than three (3) voting members assuming the positions of Chairperson or Co-Chairpersons, Secretary, and Treasurer.

Chairperson and/or Co-chairpersons (henceforth “Chairperson(s)”)
  • Set the agenda for each general meeting
  • Facilitate all meetings of the Hingham SEPAC
  • Draft SEPAC goals to guide the organization based on input from SEPAC members
  • Advise Administration and School Committee of collective parent concerns pertaining to special education
  • Recommend the organization of subcommittees and monitor their function
  • Act as liaison with the Director of Student Services
  • Present an annual report to the Director of Student Services, Superintendent and School Committee Chair by June 30 of each calendar year
  • Approve listserv initiatives
  • Organize and facilitate all programs, meetings, and other information
  • Address all open meeting law requirements
  • Attend the Hingham Public School Committee Special Education Subcommittee meetings

Secretary
  • Coordinates all communications between the Hingham SEPAC and its membership
  • Coordinates the recording and filing of minutes of the Hingham SEPAC and its sub-committees
  • Collects and reviews all correspondence of the Hingham SEPAC
  • Provides copies of posted meeting agendas, attendance, and meeting minutes to the Director of Student Services who will maintain such records
  • Records attendance at all meetings

Treasurer
  • Manages and accounts for funds collected, donated, and spent for Hingham SEPAC
  • Coordinates efforts to apply for grants, donations, reimbursements, or any other funds for which Hingham SEPAC may be eligible
  • Will provide monthly reports at scheduled meetings
  • Will act as liaison with Town Accountant
  • Will develop and maintain an ongoing budget including functions and objects

Public Relations/Outreach Officer
  • Will access and manage the listserv for outreach activities
  • Will coordinate publicity and promotion of all SEPAC events with PTOs and various other news outlets
  • Will manage the Facebook page and website
  • Will act as liaison to HPS webmaster 
​
Additional Positions Appointed by the Officers of SEPAC
 
School Liaisons (up to ten, one per school, one for out of district,  one for preschool, one for HEF and one for SNAP)
 
The Officers shall solicit volunteers and appoint a School Liaison at each HPS, one for out of district students and one for preschool students on an annual basis.  Each School Liaison will have the responsibility to serve as a contact for parents in his/her school and to serve as a conduit of information between SEPAC and the school leadership, including PTO.  School Liaisons will make best efforts to attend monthly SEPAC meetings, PTO meetings, school council meetings, back to school nights and for HEF and SNAP liaisons, regular meetings for those organizations.  School Liaisons will convey information in a timely manner pertaining to SEPAC meetings and events in school newsletters and publications.
 

Article V:  Subcommittees

Subcommittees shall be created as needed.

Article VI:  Elections

Elections will occur in the Spring at the conclusion of an officer’s one-year term on a rotating basis.  The HPS Director of Student Services will maintain the official list of SEPAC officers in the district.  Names of those nominated for election or appointment will be made available to voting Hingham SEPAC members at least one (1) week prior to elections.  All voting members and HPS professional staff are eligible to make nominations in writing to Chairperson(s) or their designee.  Nominees shall be voting members and shall either accept or decline prior to the election.  A volunteer will be recruited from the voting membership at a Hingham SEPAC meeting for the temporary position of Nomination/Election Coordinator.  The Nomination/Election Coordinator will coordinate activities necessary to complete the election. The Nomination/Election Coordinator will prepare, tally ballots, and inform the Director of Student Services and the SEPAC board of the election outcome.  Upon election results will be posted and newly elected officers will assume their positions immediately.

Article VII:  Voting Membership Quorum/Procedure

A quorum of no fewer than 3 SEPAC Officers must be present at the time of voting for any motion to be adopted. Only those voting members in attendance may vote.  Election shall be decided by a simple majority vote of the voting membership subject to the presence of a quorum. 


Article VIII:  Meetings

Meetings are defined as any Hingham SEPAC meeting, activity, or committee at which attendance is taken.  SEPAC officers will also regularly meet with the Director of Student Services.  Meeting announcements will be  posted a minimum of 48 hours in advance according to the Open Meeting Law by the Hingham SEPAC Chairperson(s).  There will be no fewer than five (5) Hingham SEPAC meetings during the school year.  Meeting agendas shall be adhered to in accordance with Open Meeting Law and attendance shall be maintained for public record by the Director of Student Services.  The Director of Student Services will oversee ongoing coordination of Hingham SEPAC activities as required by the Department of Elementary and Secondary Education (DESE). 

Article IX:  Funds

The HPS Director of Student Services will update SEPAC concerning regulation revisions and DESE advisories.  HPS will demonstrate to DESE its collaboration and support of the SEPAC through the DESE Coordinated Program Review.  SEPAC will adhere to all municipal, state, and federal requirements including open meeting law, conflict of interest, and ethics regulations.  SEPAC funds will be deposited with and held as a separate account by the Town of Hingham’s Accountant until use by the SEPAC. 

Article IX:  Meeting Procedure

Meetings and procedures for this organization will follow the Robert’s Rules of Order (latest revision).

Article X:  Amendments to By-laws

These by-laws may be amended by a vote of the simple majority of the voting members at any SEPAC meeting provided that written notice of the proposed amendments is given prior to the meeting. 



The DESE advisory and DESE Guidelines concerning special education parents advisory councils may be viewed at:  http://www.doe.mass.edu/sped/parents.html .