ARTICLE 1 – MEETINGS
1.1 Place of Meetings: Regularly scheduled meetings will be held in the Aldermanic Chambers of Melrose City Hall. The meeting location may be changed by a majority vote of the Committee as long as sufficient public notice is given and the location complies with Massachusetts General Laws. Additional meetings may be held in other locations as determined by the Committee Chairman (henceforth referred to as “Chairman”).
1.2 Regularly Scheduled Meetings: Regularly scheduled meetings will generally be held on the second and fourth Tuesday of each month.
Meeting dates and times may be changed by a majority vote of the Committee as long as public notice is given and in accordance with Massachusetts General Laws.
1.2.1 All subcommittees having scheduled business will meet as a Committee of the Whole and the subcommittee chairman will preside.
1.3.1 Construction: The agenda for each meeting will be prepared by the Executive Secretary under the direction of the Chairman in accordance with applicable Committee policy.
The subcommittee chairmen will be responsible for assisting the Chairman and Executive Secretary in preparing their portions of meeting agendas.
1.3.2 Order of Business:
Agenda: The order and organization of meetings will ordinarily be as follows (with flexibility granted as appropriate) and the Chairman will preside except as noted:
• Call to Order
• Pledge of Allegiance
• Executive Session (as needed)
• Report of Student Representatives
• Public Comment
• Announcements – Superintendent of Schools
• Consent Agenda
o Items on the consent agenda are those presumed by the Chairman to be approved without additional discussion. Any member may request removal of one or more items that will be assigned an appropriate place on the current or a future agenda by the Chairman.
• Subcommittee meetings (with subcommittee chairmen presiding)
• Announcements – School Committee Chair
• Executive Session (as needed)
• Meeting Adjournment
1.4 Public Comment:
Committee and subcommittee meetings may include an invitation for public comment and will be consistent with Committee policy.
1.5 Executive Session: Executive session will be conducted as necessary at regularly scheduled Committee meetings for purposes rendered appropriate by Massachusetts General Laws.
1.6 Special Meetings: Special meetings may be called by the Chairman or at the request of any three members of the Committee.
1.7 Quorum: A majority of Committee members will constitute a quorum for the transaction of business but a smaller number may adjourn to a definite date.
1.8 Minutes of Meetings: Minutes will be recorded for all Committee meetings including executive sessions in accordance with Massachusetts General Laws. The Committee may employ a recording secretary who will record such minutes. All minutes will be considered in draft form until approved by the Committee or applicable subcommittee.
1.9 Advance Delivery of Committee Meeting Materials: Agendas and all relevant materials will be made available to Committee members at least 96 hours before any regularly scheduled or special meeting. The 96-hour provision may be waived if, in the opinion of the Chairman, there is an emergency situation or an error must be corrected. Materials will be delivered electronically and those associated with non-executive session agenda items will be made available to the public online on the same day they are released to the Committee.
ARTICLE 2 – ORGANIZATION
2.1 Members: The number of members and term of office is
governed by City Charter.
2.2 Vacancies: The filling of vacancies is governed by City Charter.
2.3 Resignations: Any Committee member may resign by delivering his/her written resignation to the Chairman. Such resignation will be effective upon receipt unless it is specified to be effective at some other time.
2.4 Permanent Subcommittees: The following permanent subcommittees of the Committee will be established:
• Finance & Facilities
• Educational Programs & Personnel
• Policy & Planning
Except as the Committee may otherwise determine, any subcommittee may make rules for the conduct of its business and will adhere as closely as possible to these By-Laws in compliance with Massachusetts General Laws.
The Chairman will appoint Cchairmen and Vvice Cchairmen to the above-named subcommittees at the first meeting in January or other time(s) as necessary.
Each subcommittee will consist of all Committee members. The Chairman will not simultaneously hold the position of subcommittee chairman and no Committee member will chair more than one subcommittee.
2.5 Ad hoc Task Forces: Ad hoc task forces may be constituted by the Chairman, by a subcommittee chairman, or by majority vote of the Committee as the occasion requires.
2.6 Liaisons: Committee members will act as liaisons between the Committee and schools, departments, and organizations, as assigned by the Chairman.
ARTICLE 3 – OFFICERS
3.1 Enumeration: The officers of the Committee will consist of a Chairman, Vice-Chairman and Executive Secretary. Any Committee member who holds another elected office in Melrose will not serve as Chairman of the Committee or of any subcommittee.
3.2 Election: The Chairman and Vice-Chairman will be elected annually by Committee members at the first meeting in December. (In election years, the December vote will be considered preliminary with the official vote conducted at the first meeting in January.)
3.3 Term: The Chairman and Vice-Chairman will hold office for one year beginning with the first meeting in January.
3.4 Vacancies: The Committee may fill a vacancy occurring in the office of Chairman or Vice-Chairman for any reason at a special meeting held at any time and may, at its discretion, leave the office of Vice-Chair unfilled. Successors will hold office for the unexpired term of his/her predecessor.
3.5 Chairman: The Chairman will preside at Committee meetings and will have general charge and supervision of Committee business except during the subcommittee portion of meetings when subcommittee chairmen will preside.
3.6 Vice-Chairman: In the event of the absence or inability of the Chairman to act, the Vice-Chairman will preside at Committee meetings (except during the subcommittee portion of meetings when subcommittee chairmen will preside) and be vested with all powers and duties of the Chairman.
3.7 Executive Secretary: The Superintendent will serve as Executive Secretary of the Committee. He/she will provide a recording secretary to attend all meetings of the Committee and prepare respective minutes and/or records. The Executive Secretary will maintain records for the Committee and all subcommittees. The Chairman and the subcommittee chairmen will be responsible for ensuring that the requirements of applicable Massachusetts General Laws are met.
ARTICLE 4 – MISCELLANEOUS PROVISIONS
4.1 Committee Records: The original or attested copies of the By-Laws, contracts, and records of all meetings of the Committee and subcommittees will be kept in the Central Administration office by the Superintendent.
4.2 Severability: The determination that any provision of these By-Laws is for any reason inapplicable, illegal or ineffective will not affect or invalidate any other provision of these By-Laws.
4.3 Pronouns: All pronouns used in these By-Laws will be deemed to refer to the masculine, feminine or neuter, singular or plural, as the identity of the person or persons may require.
4.4 Motions for Reconsideration: Three (3) members of the Committee may request in writing that an item previously voted be reconsidered by the Committee. An item may only be reconsidered once under this provision and within three (3) months of the original vote. Subsequent motions for reconsideration of the same item will be made in accordance with Robert’s Rules of Order.
ARTICLE 5 – AMENDMENTS
Amendments to these By-Laws are adopted as policy and therefore subject to Article 6.
ARTICLE 6 – ADOPTION OF POLICIES
Adoption, modification, or repeal of policies requires a majority vote of the Committee at two meetings.
Waiver of existing policy requirements for a particular instance or event may be granted by a majority vote of the Committee at a single meeting.
Implementation of new policy for a particular instance or event may be granted by a majority vote of the Committee at a single meeting.
Informational Review: 6/23/15
MSC first vote: 7/28/15
MSC second vote: 8/18/15