Following the Rules
Under Massachusetts law, SEPACs “shall establish by-laws regarding officers and operational procedures”. By-laws are rules that define how your group operates. A formal structure or framework for conducting SEPAC business can help your SEPAC be effective in an orderly and consistent manner. The bylaws will also help ensure continuity and stability from year to year as membership and leadership changes. By-laws (and revisions to the by-laws) need to be adopted by the SEPAC membership at a SEPAC meeting which advertises a by-laws vote on the agenda.
By-laws define important policies and procedures of the SEPAC, such as:
- what is the name and purpose of the organization;
- who is a member and who can vote;
- the method for selecting officers – elections;
- the duties and terms of the officers;
- how often the group shall meet;
- define a quorum; and
- amendments.
Keep the By-laws simple and brief, sections may be added or amended as needed. The current By-laws should note the date of acceptance and the dates of any revisions.
If conflict arises within your group, the by-laws may help provide direction. By-laws should be reviewed about every three years. The Secretary should retain copies of the by-laws.
The by-laws often define the role of the SEPAC Chair or President in running a meeting and how the group makes decisions. Many town government committees use Robert’s Rules of Order. The National PTA Tip Sheet has an easy-to-use tip sheet on Robert’s Rules of Order – a guide to the formal steps in handling a motion made at a meeting. Your SEPAC can also choose to use a consensus method or collaborative process for making decisions.