Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 1

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1 Milwaukee Public Schools District Advisory Council Bylaws Introduction Milwaukee Public Schools established the District Advisory Council (DAC) as a means to ensure the opportunity for families of all students to share their ideas on the needs of children and assist in the planning and operation of programs, including Title 1 programs. To ensure family engagement in our schools, the DAC will promote, encourage and provide a variety of opportunities for families and community members to get involved in our students education. The DAC will strive to address the needs or concerns of MPS families and community members, as well as provide services and/or programs to help our families live up to their potential by taking an active role in the education of their children. The DAC defines family as any individual that supports, cares for or helps ensure the education of an MPS student. The MPS DAC shall be structured as outlined in the following and governed in accordance with the District Advisory Council Bylaws. Article I Name The name of this organization shall be the Milwaukee Public Schools District Advisory Council (MPS DAC). Article II Purpose The purpose of the MPS DAC shall be to assist in improving educational programs and the results of these programs for the children in MPS by doing the following: A. Advise the Administration and the Board of School Directors of the family perspective on all district matters. B. Provide families and community members with a voice for decision-making in the development, planning, operation and evaluation of different programs that meet the needs of the families at the district level. C. Inform families and the community about educational programs, policies and practices of MPS. D. Find opportunities that will encourage families and community members to get involved at local schools by volunteering or participating in programs being offered throughout the community. Article III: Membership Section 1 Voting Membership A. Each public school shall elect two DAC Representatives as voting members to serve on the MPS DAC. B. The School Governance Council (SGC) shall determine who shall represent their school either by election or appointment, or school determined process. Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 1

2 1. In absence of a fully functioning SGC, the school leader shall appoint two representatives. 2. DAC Representative Form shall be signed and submitted by school leader either electronically or on paper form (see addendum A). C. All interested families are welcome to attend regular DAC meetings, however only the elected DAC Representatives will have voting privileges. D. An individual may only serve as the official DAC Representative for one school. Section 2 Election and Term of Office A. The DAC Representatives shall be elected by the local school no later than the September School Governance Council meeting. B. Each elected DAC Representative shall serve a term of two years. Terms shall begin upon election in September and terminate at the bi-annual election every other September. Elected representatives will actively start their term by attending the October DAC meeting. C. An elected DAC Representative must be a family member (as defined above) of a student that attends the school they are representing. If no family member is present, they must be an active community member that takes interest in said school. Section 3 Responsibilities of a District Advisory Council Representative A. DAC Representatives should attend all DAC meetings. B. DAC Representatives will inform the local principal and the SGC and any other family groups (PTA, PTO, etc.) at the school of the proceedings of each DAC meeting. C. DAC Representatives will work with the Parent Coordinator to gather feedback and input based on individual school needs, programs and environment. D. DAC Representatives should bring concerns from the SGC and any other family groups to the attention of the DAC. Section 4 Resignation, Removal and Absences An elected school representative shall serve the two-year term except in cases where: A. The member submits a written resignation to the Recording Secretary or DAC (dac@milwaukee.k12.wi.us). B. The SGC determines that person is no longer an adequate representative for the school (no longer has a family member nor is an active community member in the represented school). C. Misses three regular DAC meetings within a school year, where the following procedures shall be in place: 1. After 2 absences The Family and Community Engagement (FACE) staff will send a communication to the member informing him/her of the two absences and possible removal from the DAC, and they should make their intention Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 2

3 known before the next regular meeting. This correspondence will be copied to the school leader and the parent coordinator at the appropriate school. 2. After 3 unexcused absences The FACE staff, with approval from the Executive Committee, will send a communication to make them aware that their membership has been terminated. This correspondence will be copied to the school leader and the parent coordinator at the appropriate school. 3. After 3 excused absences, or a mix of 3 unexcused and excused absences, the decision to terminate representation will be determined by the SGC/school leader. FACE staff will send a communication to the local school leader and parent coordinator, notifying them of the decision to be made and follow up for a final decision. D. Excused Absences A member may be excused from attending upon request to the DAC , DAC@milwaukee.k12.wi.us. If any member misses 3 meetings, removal action may be taken as addressed in Article III, Section 4.C.2 and 4.C.3. Article IV: MPS Administration Support Personnel Section 1 School-Level: Parent Coordinators A. MPS provides a Parent Coordinator at each school to support DAC Representatives with information, resources and support to accomplish the purpose of the DAC. B. Parent Coordinators should attend the October DAC meeting each year with newly elected DAC Representatives. C. Parent Coordinators, along with the school leader, shall take responsibility to see that their delegates represent the school at the DAC, attend DAC meetings and report back to the SGC and other family groups with any recommendations and discussions of the DAC in a timely manner. Section 2 District Level: Family and Community Engagement (FACE) Staff A. FACE staff will act in a liaison and coordinator capacity between the DAC and Administration, providing the assurance of full consideration and reply to DAC concerns and recommendations specified within State and Federal Guidelines. B. FACE staff shall support the DAC in being a functional advisory body. They shall provide materials to support policy, are responsible for keeping track of attendance, send meeting notifications to DAC, and assume mailing responsibilities. C. FACE staff are responsible for keeping accurate records of all council activities and membership as well as filing and maintaining all committee reports and minutes after received from Executive Committee. D. FACE staff shall facilitate a presentation of district spending on family engagement activities that includes information about the current budget and about the proposed budget for the following year as part of the budget process. Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 3

4 E. FACE staff shall prepare and dispatch all special outside correspondence in the name of the DAC with authorization of the Executive Committee or the MPS DAC. F. FACE staff is also responsible for keeping up with all written communications. This position shall address letters to members in accordance with Article III, Section 4 of the Bylaws. G. FACE staff will assist the DAC in the scheduling of meetings and the mechanics of organization on site. H. FACE staff will provide the DAC Executive Committee with copies of monthly signin sheets from meetings and all DAC activities. I. FACE staff will provide copies of the monthly sign-in sheets and all DAC activities upon written request of interested stakeholders. DAC meeting minutes shall also be posted online for public viewing. Section 3 Community Level: Partners A. The MPS DAC may designate organizations, groups, agencies, students, and individuals to serve as resource or support personnel to the MPS DAC. Article V Executive Committee Section 1 Designation of Executive Committee Members A. The officers of the MPS DAC shall be, according to rank: Council Chairman, Vice- Chairman, Recording Secretary, Communications Secretary, Parliamentarian, Sergeant-at-Arms and 3 Members-at-Large. The DAC may also have other such officers as may be determined by a simple majority vote of the Executive Committee. Section 2 Qualifications A. Any DAC Representative that has completed one year as a voting member of the DAC may serve as an officer of the DAC with full voting privileges on the Executive Committee. The officer must be an official DAC Representative, if removed as the DAC Representative, officer will also be removed from the Executive Committee. B. Members of the Executive Committee must be able to attend all DAC and Executive Committee meetings. C. Members of the Executive Committee must be willing to serve a two (2) year term to begin at the November Executive Committee meeting. Section 3 Election and Term of Office A. In the October DAC meeting, a description of the open offices will be read. Forms will be made available for people to place their nominations and write a short statement. These nomination forms will be due to the Elections and Bylaws Committee or submitted to DAC (dac@milwaukee.k12.wi.us) by October 20th. Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 4

5 B. The Elections and Bylaws Committee will meet 1 week before the November meeting to verify the eligibility of those members nominated and put together a voting ballot to be distributed at the beginning of the November meeting. The ballot must describe the positions to be filled, the nominated members, their attendance record and statement. C. Those in attendance at the November meeting will spend the first part of the meeting making their votes. Ballots will be collected and counted immediately following the vote so that results can be announced immediately. Positions to be filled: 1. Odd Years Council Chairman, Recording Secretary, Sergeant-at-Arms, 2 Member-at-Large positions 2. Even Years: Vice-Chairman, Communications Secretary, Parliamentarian, 1 Member-at-Large position D. The elected officers shall serve a two year term to begin at the November Executive Committee meeting. Section 4 Resignation, Removal and Absences A. All of the same guidelines for resignation, removal and absences as outlined in Article III, Section 4.A 4.D shall apply to Executive Committee positions. However, absences will be counted for both regular DAC meetings as well as Executive Committee meetings. B. Additionally, if the DAC does not feel an Executive Committee member is appropriately representing the DAC or is failing to fulfill their duties, a motion can be made to hold a recall. This motion must pass with a 2/3 vote of eligible representatives in attendance and quorum must be met. C. When vacancies occur on the Executive Committee, all remaining members have the option to move up a position according to rank (see Article V Section 1.A) until the vacancy is a Member-at-Large position. 1. With all changes in position, the Executive Committee member assumes the term of office of the position they are filling and must be re-elected according to the designated cycle. D. The Chairman of the DAC is able to appoint a new Member-at-Large position from any eligible DAC Representative. Section 5 Responsibilities of the Executive Committee The Executive Committee serves as the governing body of the DAC. As such its members have several responsibilities: A. Composing agendas and determining overall direction for the DAC meetings. B. Serving as a liaison to the Parent and Community Engagement (PACE) Committee of the MPS Board of School Directors and attending all meetings. C. Operating as a working committee and as such may have multiple committees reporting and participating in meetings and business related to the DAC. Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 5

6 D. In the event of an emergency, the Executive Committee will investigate said emergency and after adequate discussion of all facts, will recommend temporary remedial action. E. Final decisions of the Executive Committee must be approved by the MPS DAC by a 2/3 vote of eligible representatives in attendance and quorum must be met. Section 6 Executive Committee Meetings A. The Executive Committee shall meet the following week after regular DAC meetings. In the case that the DAC meeting has been canceled it is the decision of the DAC Chairman whether to hold the Executive Committee meeting or to cancel and notify members. Section 7 Duties of the DAC Chairman A. The Chairman shall preside at all regular and special meetings of the MPS DAC. He/she is responsible for keeping the membership informed about the activities of all DAC Committees, Officers and other related activities. B. All communication in relationship to the MPS DAC activities shall be directed to the Chairman unless otherwise delegated. C. The Chairman shall preside at all Executive Committee Meetings. The Vice- Chairman will preside if the Chairman is absent. D. The Chairman shall serve as the primary liaison to FACE staff. E. The Chairman is responsible for monitoring and managing the DAC (dac@milwaukee.k12.wi.us) with assistance from FACE staff as requested. Section 8 Duties of the Vice Chairman: A. The Vice-Chairman is responsible for carrying out the duties assigned by the DAC Chairman. If the Chairman becomes ill, or for any other reason is unable to carry out the duties, the Vice-Chairman shall assume the DAC Chairman s duties and responsibilities. The Vice-Chairman will serve as chair of Elections and Bylaws Committee. If the Vice-Chairman is running for an open position, then a vote shall be taken to elect interim chair from existing Elections and Bylaws committee members. Section 9 Duties of the Recording Secretary A. The Recording Secretary shall record the minutes of the MPS DAC meetings. The Recording Secretary will record and maintain the minutes for all Executive Committee Meetings. The Recording Secretary will prepare a delegate report for the MPS Board of School Directors. Section 10 Duties of the Communications Secretary A. The Communications Secretary is responsible for posting MPS DAC meeting minutes on the MPS website. The Communications Secretary will be responsible for updating social media outlets that pertain to the DAC. The Communications Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 6

7 Secretary will act as the webmaster for the DAC. The Communications Secretary is responsible for publicity as it pertains to the DAC. Section 11 Duties of the Parliamentarian A. The Parliamentarian is responsible for assisting the DAC Chairman in following the rules of Parliamentary Law at all regular and special meetings. He/She is responsible for seeing that all members of the DAC understand the rules of parliamentary procedures. He/She is responsible for seeing that all members of the DAC Executive Committee understand Robert s Rules of Order. Section 12 Duties of the Sergeant-at-Arms A. To maintain order and serve as a time-keeper according to Robert s Rules of Order. Section 13- Duties of Members-at-Large A. Recruiting Membership, attendance, coverage of officers, other duties as assigned. B. When the Recording Secretary is unable to fulfill their duties to record minutes of the DAC meeting or Executive Committee meeting, all Members-at-Large shall be responsible for recording the minutes. Article VI Standing Committees Section 1 Responsibilities of Committee Chairman A. An Executive Committee member will be appointed as committee chair. All committee chairs or designated spokespersons of standing committees will serve as members of the Executive Committee for as long as they hold that position. Section 2 Designation of Standing Committees A. The Standing Committees of the MPS DAC shall be the Election and Bylaws Committee and Family Action and Training Committee. Section 3 The Election and Bylaws Committee A. The Committee shall be responsible for conducting all elections of Executive Committee members for the DAC. It shall oversee that the function of the DAC is maintained within the bylaws, including amendments of the bylaws. Section 4 Family Action and Training Committee A. The Committee shall develop, plan, monitor, evaluate and modify programs that will familiarize DAC members with the DAC and their role in it. B. The Committee will be responsible for the DAC binder, orientation in October, family events, and outreach. Actively seeking ways to bring programs to the DAC that will help increase family engagement throughout MPS. Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 7

8 C. The Committee will seek feedback from DAC members, find out what needs families have and find programs/trainings to address those needs. Section 5 Ad Hoc Committees A. Additional ad hoc committees will be formed as deemed necessary by the DAC Executive Committee. The chairs for all ad hoc committees will be determined by the Executive Committee. Article VII Meetings of the District Advisory Council A. The DAC shall meet at least once a month, on the first Thursday of each month, from October through June. B. Notices for such meetings shall be given at least five days in advance. C. Special meetings of the DAC may be called by the Chairman. D. If MPS is closed, meeting will be moved to the 2 nd Thursday of the Month. E. A quorum of the DAC shall consist of at least 25 voting members. Article VIII Amendment of Bylaws A. Any proposed amendment to these bylaws shall be presented in writing to the DAC Chairman and to the entire MPS DAC at a regular meeting. All amendments to these bylaws shall require a 2/3 vote of the MPS DAC voting members present at the meeting at the time of the vote. History: Adopted ; revised , Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 8

9 Addendum A MPS District Advisory Council Local School Delegate Form Office of the Chief of Staff Department of Business, Community & Family Partnerships 5225 W. Vliet Street Milwaukee, WI (414) mps.milwaukee.k12.wi.us Please use this form to identify the name of the two family delegates that will represent your school on the MPS District Advisory Council (DAC). Schools may either identify two parents from their School Governance Council or appoint two family representatives. All delegates are able to serve for two school years ending in June of the second year, regardless of starting month. DAC representatives are expected to attend the majority of council meetings. Numerous absences will result in removal from the position. All DAC meetings occur on the first Thursday of each month October through June from 6:00pm-7:30pm at MPS Central Office. Additional meetings may be called by the chairman or for committee work as necessary. Please complete and this form to Sofia Ramirez Fuentes at ramires1@milwaukee.k12.wi.us. If you have any questions, please call Mrs. Fuentes at (414) DAC Delegate Information for (School Name). Name: Address: City: State: Zip Code: Phone Name(s) of child(ren) attending this school: Relationship to child(ren): Name: Address: City: State: Zip Code: Phone Name(s) of child(ren) attending this school: Relationship to child(ren): Principal s Signature Date Rev: 12/30/2015 Milwaukee Public Schools District Advisory Council Bylaws, Revised May 2016, page 9