Oceanport SEPAG Bylaws
Developed and agreed upon, placed into action on October 16, 2017
Article I: Authorization and Procedures for SEPAG
Authorization for a district wide SEPAG is derived from NJ Administrative Code 6A: 14 - 1.2. Parent Advisory groups are required by state regulation. Meetings of the SEPAG will be convened as follows:
General meetings will be held no less than 6 times per year. In addition to providing information and training opportunities for parents, a portion of the meeting will be designated for parental input to the SEPAG officers.
Administrative meetings: At a mutually agreed upon time quarterly or as needed, the representative from the SEPAG will meet with the Director of Special Services or designated liaison and to provide input on the policies, programs, and practices that impact services and supports for students with disabilities. They will communicate barriers or challenges experienced by families, represent family concerns, focus on student needs as a group rather than an individual, ask clarifying questions.
Board of Education meetings: The Board of Education will provide a liaison to the SEPAG group who will report back to the Board of Education at the public meeting immediately following the SEPAG group meeting.
At the May meeting of each year, officers will be elected by a majority vote. Officers will include President, Secretary, and Public Relations.
Article II - Name of the Organization
The name of this organization shall be the Oceanport Special Education Parent Advisory Group, known as the Oceanport SEPAG.
Article III: Mission Statement/ Guidelines for Operation
Oceanport SEPAG’s mission is to facilitate communication with the Oceanport School District by providing input on issues affecting students with disabilities in the Oceanport School School District for the purpose of enhancing the policies, programs and services for students with disabilities. Advise the Director of Special Services and administration on the operation and development of special education programs - parents and teacher training needs, and help to develop, review, revise, and comment on any special education policy, provide input for the Oceanport School District and staff to share accomplishments, goals and needs.
Some specific objectives from the Mission Statement are:
• To provide direct input on the policies, programs and practices that impact services and supports for children with disabilities and their families.
• To increase the involvement of families of children with special needs in making recommendations on special education policy.
• To advise on matters that pertain to the education, health and safety of children with special needs.
• To advise on unmet needs of children with disabilities.
SEPAG uses the definitions of terms set forth in the Individuals with Disabilities Education Act and its implementing regulations as well as the definitions set forth in NJ Law and Regulation.
The OP SEPAG show conduct itself in a manner that will protect the privacy of all concerned individuals including parents, students, and district employees. Therefore names and other personal information will be withheld from all meeting communications.
Article IV: Types of Membership
General membership shall be open to any residents of the Oceanport School District including Ex-officio non-voting members of SEPAG such as the Director of Special Services, CST, teacher, principal and Oceanport Board of Education member.
Voting memberships shall be any general member who is a parent of guardian of a child with special needs residing in Oceanport or Sea Bright, who is a parent or guardian of a child with special needs who attends or attended OP schools and who has attended and least one previous open meeting of the Oceanport SEPAG during the past 12 months. Voting membership is required to vote in annual officer elections and other business that comes before any OP SEPAG meeting.
Article V - Officers of the Oceanport SEPAG
Officers of the Oceanport SEPAG are elected by the voting membership and hold office for one year.
Office and officer responsibilities:
President
Secretary
Public Relations
Article VII - Elections
Elections shall be the first order of business during the open May meeting. Elections shall be decided by a simple majority vote. New officers shall take office immediately following their election. The president’s vote will break any ties.
SPAN and NJ DoE will be informed of annual elections with the names, addresses, and contact information of the new board members by June 1 of each year. The date of the elections should be provided.
The following are the activities leading up to the meetings with the elections:
Prior to an open nomination meeting, a volunteer will be recruited from the voting membership of the OP SEPAG for the temporary position of election coordinator.
Anyone wanting to run for executive office shall submit a written letter of intent to the SEPAG Election Coordinator by April 3rd. It will be the election coordinator’s duty to prepare a slate of the nominated candidates for each elected office. All voting members are eligible to make nominations. This slate shall be read at the April meeting.
Elections shall take place by secret ballot at the May meeting. Ballots shall be counted by the Election Coordinator in the presence of the president. The ballots will be stored by the secretary.
Article VIII Meetings
During the last meeting of the school year, the President, or designee, shall take recommendations for the calendar of open meetings for the following school year. The calendar shall include dates and times of the open meetings and possible activities for the following year.
Notice of all open meeting dates and elections shall be published on the school and SEPAG website.
Attendance of the SEPAG board members and the minutes of all SEPAG meetings shall be maintained by the SEPAG secretary. Written agendas, SEPAG minutes and committee notes will be shared with the OP Board of Education by the Director of Special Services after each meeting. At least once a year, or more often if requested by the OP BoE, SEPAG shall meet with the Board in a workshop meeting to provide an overview of the SEPAG goals and activities.
Minutes shall be reported in a confidential manner that protects the names of district employees, students and parents.
Article IX Subgroups
Subgroups shall be created as needed. The subgroup chairperson shall be a volunteer or willing nominee accepted by a majority vote of members present.
Article X - Amendments
These bylaws may be amended by a simple majority of the voting members at an open meeting, but by-laws changes may not be voted upon in the same meeting as they are proposed, unless a quorum votes unanimously to approve the change and the minutes record this as necessary and why.
Developed and agreed upon, placed into action on October 16, 2017
Article I: Authorization and Procedures for SEPAG
Authorization for a district wide SEPAG is derived from NJ Administrative Code 6A: 14 - 1.2. Parent Advisory groups are required by state regulation. Meetings of the SEPAG will be convened as follows:
General meetings will be held no less than 6 times per year. In addition to providing information and training opportunities for parents, a portion of the meeting will be designated for parental input to the SEPAG officers.
Administrative meetings: At a mutually agreed upon time quarterly or as needed, the representative from the SEPAG will meet with the Director of Special Services or designated liaison and to provide input on the policies, programs, and practices that impact services and supports for students with disabilities. They will communicate barriers or challenges experienced by families, represent family concerns, focus on student needs as a group rather than an individual, ask clarifying questions.
Board of Education meetings: The Board of Education will provide a liaison to the SEPAG group who will report back to the Board of Education at the public meeting immediately following the SEPAG group meeting.
At the May meeting of each year, officers will be elected by a majority vote. Officers will include President, Secretary, and Public Relations.
Article II - Name of the Organization
The name of this organization shall be the Oceanport Special Education Parent Advisory Group, known as the Oceanport SEPAG.
Article III: Mission Statement/ Guidelines for Operation
Oceanport SEPAG’s mission is to facilitate communication with the Oceanport School District by providing input on issues affecting students with disabilities in the Oceanport School School District for the purpose of enhancing the policies, programs and services for students with disabilities. Advise the Director of Special Services and administration on the operation and development of special education programs - parents and teacher training needs, and help to develop, review, revise, and comment on any special education policy, provide input for the Oceanport School District and staff to share accomplishments, goals and needs.
Some specific objectives from the Mission Statement are:
• To provide direct input on the policies, programs and practices that impact services and supports for children with disabilities and their families.
• To increase the involvement of families of children with special needs in making recommendations on special education policy.
• To advise on matters that pertain to the education, health and safety of children with special needs.
• To advise on unmet needs of children with disabilities.
SEPAG uses the definitions of terms set forth in the Individuals with Disabilities Education Act and its implementing regulations as well as the definitions set forth in NJ Law and Regulation.
The OP SEPAG show conduct itself in a manner that will protect the privacy of all concerned individuals including parents, students, and district employees. Therefore names and other personal information will be withheld from all meeting communications.
Article IV: Types of Membership
General membership shall be open to any residents of the Oceanport School District including Ex-officio non-voting members of SEPAG such as the Director of Special Services, CST, teacher, principal and Oceanport Board of Education member.
Voting memberships shall be any general member who is a parent of guardian of a child with special needs residing in Oceanport or Sea Bright, who is a parent or guardian of a child with special needs who attends or attended OP schools and who has attended and least one previous open meeting of the Oceanport SEPAG during the past 12 months. Voting membership is required to vote in annual officer elections and other business that comes before any OP SEPAG meeting.
Article V - Officers of the Oceanport SEPAG
Officers of the Oceanport SEPAG are elected by the voting membership and hold office for one year.
Office and officer responsibilities:
President
- Set the agenda for each open meeting
- Preside at all scheduled meetings
- Serve as spokesperson for the organization, recruit new members
- Report to the Director of Special Services and Board of Education liaison as a representative of the membership
- Attend scheduled BoE meetings
- Prepare periodic reports for the SEPAG regarding the SEPAG activities and needs
Secretary
- Coordinate accurate attendance log
- Recording and filing of minutes
- Serve as a spokesperson for the group, recruit
- Maintain contact lists
- Attend scheduled BoE meetings as needed
Public Relations
- Maintain website
- Maintain FB page, twitter account, email account
- Outreach to SPAN for activities and programs, forums, presentations, speakers
- Recruit new members
- Serve as a spokesperson for the group, recruit
- Attend scheduled BoE meetings
Article VII - Elections
Elections shall be the first order of business during the open May meeting. Elections shall be decided by a simple majority vote. New officers shall take office immediately following their election. The president’s vote will break any ties.
SPAN and NJ DoE will be informed of annual elections with the names, addresses, and contact information of the new board members by June 1 of each year. The date of the elections should be provided.
The following are the activities leading up to the meetings with the elections:
Prior to an open nomination meeting, a volunteer will be recruited from the voting membership of the OP SEPAG for the temporary position of election coordinator.
Anyone wanting to run for executive office shall submit a written letter of intent to the SEPAG Election Coordinator by April 3rd. It will be the election coordinator’s duty to prepare a slate of the nominated candidates for each elected office. All voting members are eligible to make nominations. This slate shall be read at the April meeting.
Elections shall take place by secret ballot at the May meeting. Ballots shall be counted by the Election Coordinator in the presence of the president. The ballots will be stored by the secretary.
Article VIII Meetings
During the last meeting of the school year, the President, or designee, shall take recommendations for the calendar of open meetings for the following school year. The calendar shall include dates and times of the open meetings and possible activities for the following year.
Notice of all open meeting dates and elections shall be published on the school and SEPAG website.
Attendance of the SEPAG board members and the minutes of all SEPAG meetings shall be maintained by the SEPAG secretary. Written agendas, SEPAG minutes and committee notes will be shared with the OP Board of Education by the Director of Special Services after each meeting. At least once a year, or more often if requested by the OP BoE, SEPAG shall meet with the Board in a workshop meeting to provide an overview of the SEPAG goals and activities.
Minutes shall be reported in a confidential manner that protects the names of district employees, students and parents.
Article IX Subgroups
Subgroups shall be created as needed. The subgroup chairperson shall be a volunteer or willing nominee accepted by a majority vote of members present.
Article X - Amendments
These bylaws may be amended by a simple majority of the voting members at an open meeting, but by-laws changes may not be voted upon in the same meeting as they are proposed, unless a quorum votes unanimously to approve the change and the minutes record this as necessary and why.