CES Home - School Community Council Rules of Order and Procedure

Article Index

 

Rules of Order and Procedure

To promote ethical behavior and civil discourse each council member shall:

  • Attend council meetings on time and prepared
  • Make decisions with the needs of students as the main objective
  • Listen to and value diverse opinions
  • Be sure the opinions of those you represent are included in discussions
  • Expect accountability and be prepared to be accountable
  • Act with integrity

 

Rules of Procedure:

All meetings are open to the public and the public is welcome to attend. 

The agenda of each upcoming meeting with draft minutes of the prior meeting will be made available to all council members at least one week in advance, will be posted on the school website and made available in the main office.  The agenda will include the date, time and location of the meeting. 

Minutes will be kept of all meetings, prepared in draft format for approval at the next scheduled meeting. 

The council will prepare a timeline for the school year that includes due dates for all required reporting and other activities/tasks that the council agrees to assume or participate in.  The timeline will assist in preparation of agendas to be sure the council accomplishes their work in a timely manner. 

Timeline for School Community Councils and the School LAND Trust Program

Local school boards establish timelines for the election of school community councils. 

  • Elections may be held in the spring to be completed before the last week of the school year OR near the beginning of the school year. 
  • The election timeline must remain consistent for at least four years. 
  • Notice of the election is provided at least 10 days in advance of the election. 
  • School websites include information about how parents may apply to participate on the council and how they may have a direct impact on deciding how the funds will be spent. 

Mid-August – October 1st 

  • District Business Administrators adjust the current year distribution between schools to reflect changes in enrollment, including new and closing schools. 
  • Districts update contact information and spring due dates on the School LAND Trust website 

In the fall by October 20th

  • The following is posted on the school website and in the school office with other required postings: 
    • The proposed schedule of meeting dates for the year
    • The names of council members with a phone or email contact (or both)
    • A summary of implementation of the prior year School LAND Trust Plan including how the goals were completed and how the funds were spent along with the dollar amount received. 
    • Rules of Order and Procedure updated and approved by the council.
  • Principals enter Council Membership Report on the School LAND Trust website. The report includes names and email addresses of the current members, and phone numbers for the principal, chair and vice-chair. Principals also assure that the council was seated according to the law and that the Rules of Order and Procedure have been updated for the school year and are also consistent with the law. 

January 15th

  • UPEFS school level financial data is published and school trust expenditures are automatically uploaded into the School LAND Trust website. 

January 15 - February 5th

  • Principals enter the Final Report on the prior year’s implementation, expenditures and measurement results on the School LAND Trust website 

After February 5th 

  • Districts review Final Reports to make them public on the School LAND Trust website. 
  • USBE School Children’s Trust staff reviews at least 30% of Final Reports to determine compliance with the law, and to ascertain if expenditures made were according to the approved plan. 

Spring Reporting Due Date – Selected by the district 

  • Principals enter spring reports on the website 
    • School LAND Trust Plan for upcoming year
    • Committee Signature Form 

Prior to May 15 

  • Districts review spring reports 
  • Local board consideration and approval of Upcoming School LAND Trust Plans 

Prior to July 1 

  • Review of School Plans by School Children’s Trust Section at the Utah State Board of Education 
  • Final approval of School Plans on the School LAND Trust website. Plans are viewable to the public. July - Distribution of School LAND Trust Funds to districts for all schools with approved plans. 

The council consists of the principal, 2 school employee(s) who are elected in even years, 2 school employee(s) who is/are elected in odd years, and 7 parent members, half of whom are elected in even years and half in odd years.  In the event there is a tie vote in an election, the principal shall flip a coin to determine the outcome.  

The chair conducts the meetings, makes assignments and requests reports on assignments.  In the absence of the chair the vice-chair shall conduct meetings. 

The council must have a quorum to vote.  A quorum is equal to a majority of council members.

 If a parent member is absent from two consecutive meetings, the chair will notify the member that if the member does not attend the next meeting, the council will consider the seat vacant and the remaining parent members may appoint a parent to fill the unexpired term.  

Meetings shall be conducted and action taken according to very simplified rules of parliamentary procedure as required in 53G-7-1203(10).  Council actions will be taken by motions and voting with votes and motions recorded in the minutes. 

Simple Motions of Parliamentary Procedure

Used by some organizations to assist those new to the process

MOTION

DOES IT REQUIRE A 2ND?

IS IT DEBATABLE?

CAN IT BE AMENDED?

IS A VOTE REQUIRED

Adjourn

yes

no

no

majority

Amend a motion

yes 

yes 

yes 

majority

Close nominations

yes

no

yes

2/3

Main motion

yes

yes

yes

majority

Point of Order

no

no

no

ruled on by chair

Previous Question

yes

no

no

2/3

Reconsider

yes

yes 

no

majority

Withdrawal of Motion

no

no

no

majority 

motion (or an action to be taken by the council) is stated as a motion.  Someone else on the council “seconds” the motion indicating that at least one other person on the council feels the motion is worthy of discussion.  Then the council members may provide input and discussion as called upon by the chair.  When discussion seems complete the chair may call for a vote on the motion.  Or when a member of the council “calls the previous question” (a motion to end discussion of the first motion), a second is required.  Without discussion the chair calls for a vote that must pass by 2/3.  If the vote on the previous question fails, the council goes back to discussing the first motion.  If the motion to call the previous question passes, the chair directly calls for a vote on the first motion.  A vote to call the previous question is usually used to move business along.

  • A tie vote is a lost vote.
  • Most motions are main motions.A main motion may be amended.
  • A point of order is offered when there is some question if procedure had been followed correctly.
  • To stop debate or discussion on a motion and force the vote a member would say, “I move the previous 
    ”This requires a second and a 2/3 vote.
  • Hasty action may be corrected by use of the motion to reconsider. This motion may be made only 
    by one who voted on the prevailing side.
  • A person who made the motion may withdraw the same motion. 

Print Email

RSSocial!