Parents Allied with Children and Teachers

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PACT Charter School
7250 E. Ramsey Parkway
Ramsey, MN 55303
 Secondary Programming Committee Description (SPC)
 Date created: 
 Committee Approval by: 
 Date Approved:
 August 2016
 SPC  2070817
 BRD  20170928

PRIMARY OBJECTIVE

The primary purpose of the Secondary Programming Committee (SPC) is to develop and guard the integrity of the secondary educational program at PACT Charter School and oversight of the Secondary Curriculum sub-committee. The Secondary Programming Committee is accountable to the school board.

 

MEMBERSHIP CRITERIA

SPC is an open committee, with membership being defined by attendance or by position. Anyone is free to attend meetings and participate when recognized by the chair, but only members may vote.

Membership by position:

All designated teachers and staff (approximately one per department team) are considered members by position and have full voting rights and responsibilities. The Secondary Program Director acts as participatory advisor and is able to make motions without voting.

Secondary department teams are designated as: Language Arts/Foreign Language/Social Studies, Science/ Math/Computer, and specials (arts, music, physical education, electives)

K-12 Department Designations: Special Education & Title, Enrichment (Guidance Counselor, Physical Education, Art, Theater and Music).

Membership by attendance:

Any PACT staff (including any non-designated teachers), or parent of a PACT student desiring membership must attend three or more of the last six meetings at SPC and request to be put on the membership list. Attendance for any individual meeting will be achieved when a person has been present for more than 60 minutes (or the entire meeting if shorter than 60 minutes). On the third and subsequent meeting they will have voting rights and responsibilities (see Voting specifics). In order to maintain voting privileges, members must continue to fulfill the three meeting requirement. This includes officers of SPC.

Non-teaching staff who are not parents of students at PACT Charter School must vote as a staff member. Non-teaching staff who are parents of PACT Charter School students must vote as parents. Non-designated teaching staff who are also parents of students at PACT must vote on SPC as a teacher unless they only teach elementary students.

Note: Parents of students enrolled for an upcoming school term or teachers hired for an upcoming school term may attend and participate in meetings prior to the school term to meet the attendance requirement for voting, but they may not vote until the school term begins (assuming they have met the attendance requirement).

 

MEMBER RESPONSIBILITIES

Each member has the responsibility to be familiar with PACT Policies and Philosophies which are pertinent to the program.

All members have the responsibility to be informed on issues through regular attendance and reading the minutes and other documents. All members must be familiar with PACT’s Conflict of Interest Policy and Code of Conduct and must fill out an annual statement by Oct 15 (or upon achieving membership) to be maintained by the committee clerk and noted on the attendance sheet.

The Secondary Programming Committee chairperson, and vice chairperson should be elected by their committee annually, in May. In an effort to foster parental involvement and leadership, either the chairperson or vice-chairperson should be a parent, and should collaborate with administration on setting the agenda. The Secondary Program Director shall ensure that essential meetings are held if there is no functioning chairperson or vice-chairperson.

 

COMMITTEE DUTIES AND RESPONSIBILITIES

  1. The Secondary Programming Committee and their sub-committees are authorized by the PACT School Board to develop and implement all matters pertaining to the content of the program, course materials and their method of delivery. Exceptions may be made, when deemed necessary by administration or the Board, to require Board approval due to the controversial or legal nature or significant financial impact of such decisions.
  2. The Secondary Programming Committee will determine necessary tasks and delegate tasks to the appropriate sub-committees. If there is no appropriate sub-committee or the sub-committee is inactive, the Secondary Programming Committee will formulate a task force and determine membership, or act on those tasks so that business may continue.
  3. The Secondary Programming Committee shall maintain and approve such policies as are deemed necessary. Such policies shall be subject to Board approval.
  4. The Secondary Programming Committee shall ratify the decisions of its subcommittees and shared committees to ensure program consistency and coordination.
  5. The Secondary Programming Committee may make recommendations to administration regarding the building requirements and/or required floor space needed to implement program requirements.
  6. When voting on program changes, it is understood that Administration and the Personnel Committee will address the number and types of teachers required.
  7. The Secondary Programming Committee shall submit an annual budget request, for the following year, in accordance with the 314 - Annual Budget Process Policy and time line.
  8. Each member with fiscal responsibility will track expenditures to ensure that they are remaining within budgeted allocations. If additional funds are necessary beyond the overall budget for the program, a request may be made to the Budget and Finance Committee and forwarded to the PACT School Board.
  9. The Secondary Programming Committee shall approve reallocations between and within departments within the Secondary Programming Committee budget for amounts over $1000. This includes sub-committee and shared committee reallocations. The Secondary Program Director shall approve reallocations within departments for amounts of $1000 or less, as needed.
  10. Minutes must be taken of all meetings. Approved Minutes will be posted within five school days of approval, filed in the minute’s book and distributed according to the 105 - Document Management Policy.
  11. Meeting dates must be posted in advance on the school calendar. A committee calendar will be published prior to the upcoming school year, which will cover August through June. Committees should make every effort to abide by the times and dates posted. Changes to meeting dates must be posted at the school and on the school web site at least three calendar days in advance with notification given to committee members, the Administration and other committee chairs. Note: These are open committees and therefore any changes affect both members and non-members.
  12. Meeting times – When determining meeting times, convenience for both staff and parents should be considered. The committee should also consider that these are open meetings and therefore there are other non-members/potential members who should be considered as well. Official committee meetings must not begin before 5:00 p.m. Note: This does not apply to task forces. In order to accommodate parents and teachers with a desire to attend both Programming Committees, the Elementary Programming Committee must be scheduled before the Secondary Programming Committee.
  13. All Committees will comply with the Advanced Notice of Agenda Policy, and MN Open Meeting Law by posting the agenda a minimum of 48 hours in advance of any meeting and indicating which items will require a vote at the meeting. The SPC Chair and Secondary Programming Director will review the SPC agenda before distribution/posting. Note: Any member wishing to have an item considered for inclusion on the Secondary Programming agenda should communicate with the committee chair at least seven calendar days in advance of the meeting. It will be important to provide as much documentation as possible so that the chairperson can determine where to place the item on the agenda and how best to approach the topic.

Note: See 205 - Governing Entities of PACT Charter School Policy for General Rules of Conduct, Authority and Accountability, which also apply to the Secondary Programming Committee.

 

ADMINISTRATIVE OVERSIGHT

One of the responsibilities of the Executive Director and Program Directors is to advise committees in their work. The Executive Director and Program Directors are to be generally aware of all committee action (through attendance and/or minutes), and may direct any committee to reconsider a decision or policy before implementation or Board approval. (The School Board will be involved if there is an impasse.)

 

VOTING

Members of the Secondary Programming Committee shall exercise one vote and must be present to cast that vote. All votes shall be public (whether by show of hands or voice vote). A roll call vote shall always be in order at the request of one member. Approval of a measure requires a simple majority vote unless Roberts Rules of Order require otherwise. In order to minimize conflicts and/or perceived influence on the decision-making process, Board members may not vote on any governing entity with the exception of the Board and the Long Range Planning Committee. 

 

QUORUM REQUIREMENTS

In order to ensure that decisions are being made with adequate input from parents, teachers, administration, staff and students, a quorum is required. A quorum required to start or continue a meeting will be defined as a minimum of three voting members, with at least one parent member and one teacher member. Meetings may be held without the “quorum for voting purposes” being met. This meeting would be for information and discussion purposes only. If decisions must be made in order to meet emergency timelines (as agreed to by the unanimous vote of the committee and administration), the committee may vote on each item it determines to meet this criterion and the non-quorum status would be clarified in the minutes for Board information and decision-making. An emergency is defined as a decision that cannot wait until the next Secondary Programming meeting and must be addressed in order to meet other needs beyond the Secondary Programming Committee’s control.

 

JOINT SESSION WITH ANOTHER COMMITTEE

Joint Sessions are defined as two different Board Committees meeting together to consider a common agenda item. The Chairperson for each committee shall collaborate to determine the Agenda for the Joint Session. Joint Session Agenda items shall appear on each committee’s regular agenda. Whenever two committees convene for a joint session, votes shall be taken by each committee separately on matters considered. In the event of impasse (one committee passes, the other defeats), the Board of Directors shall consider the matter. Any person who is a member of both committees shall have one vote at a joint session. When voting membership is earned on both committees the member will notify the chairs as to which committee he/she will be casting their vote.

 

PROGRAMMING SUB-COMMITTEES AND SHARED COMMITTEES

The Secondary Programming sub-committees will have a specific committee description (reviewed annually) to facilitate continuity and reduce redundancy.  Sub-committees are expected to support the Secondary Programming Committee objectives and comply with requests (as much as possible with available membership).

Either the Chairperson or Vice-chairperson of sub-committees should be a parent (whenever possible), and should collaborate on setting the agenda and act as the committee delegate to the Secondary Programming Committee. Committees should elect their officers for the upcoming school-year in May, but may choose to elect their chairs at any time. However, the Secondary Programming Committee should be informed of any changes.

Meeting dates must be posted in advance on the school calendar, which is maintained in the office via the PACT website. Ideally, meeting dates and agendas should be announced in the PACT Newsletter as well.

Non-policy decisions delegated to the sub-committee may be implemented immediately, but are subject to the ratification of the Secondary Programming Committee (the Executive Director, Program Directors, Secondary Programming Chair or Vice-chair may halt implementation and request the sub-committee to reconsider a decision based on additional information). Decisions must be published and distributed to Secondary Programming Committee members before implementation (within five school days of the meeting where the vote was taken).

 

TASK FORCE GUIDELINES

The Secondary Programming Committee or its sub-committees may commission a task force to accomplish specific task(s) and to report back to the Secondary Programming Committee. Before establishing a task force, the oversight committee should review and follow the guidelines for a taskforce outline in the 205 - Governing Entities of PACT Charter School Policy.

 

SETTING GOALS

The Secondary Programming Committee and all subcommittees should establish goals for each school year that work toward school goals by their October meeting. These goals should be reviewed in December and April each year. Subcommittee goals are to be forwarded to the Oversight Committee.

 

ELECTRONIC COMMUNICATION TOOLS

Communication groups may be established (according to 716 - Internet Groups Policy) to maintain efficiencies in document and information distribution.