Cottonwood Elementary

School Community Council Rules of Order and Procedure

Printed October 21, 2026

These Rules of Order and Procedure were adopted by the Cottonwood Elementary School Community Council on September 23, 2026. The vote count was 6 approved, 0 not approved, and 0 absent. The council reviews and updates these rules annually through a formal vote.

Code and Rule References

These Rules of Order and Procedure adhere to all relevant legal requirements for School Community Councils and the School LAND Trust Program, as outlined in Utah Code §§ 53G-7-1202, 53G-7-1203, 53G-7-1206, and 53G-7-13, as well as Utah Administrative Rules R277-477 and R277-491.

Council Duties

In accordance with Utah Code § 53G-7-1202, the responsibilities of the council include:

Creating all components of the School LAND Trust Plan, to include the Goal Statement, Academic Area, Measurement, Action Plan Steps, and Expenditures.
Advising and making recommendations to school and school district administrators and the local school board regarding:
- the school and its programs
- school district programs
- a child access routing plan
- safe technology utilization and digital citizenship
- other issues relating to the community environment for students
Partnering with the school’s principal and other administrators to ensure that adequate on and off campus Internet filtering is installed and consistently configured to prevent viewing of harmful content by students and school personnel.
In accordance with state board rule regarding school community council expenditures and funding limits: working with students, families, and educators to develop and incorporate safety principles at the school, and holding at least an annual discussion with the school’s principal and district administrators regarding safety principles.
Providing input to the school’s principal on a positive behaviors plan.

Council Member Expectations

To promote ethical behavior and respectful discussion, each council member shall:

Attend council meetings on time and come prepared.
Make decisions with the best interests of students as the primary focus.
Listen to and value diverse opinions.
Ensure that the perspectives of those the council represents are considered in discussions.
Be accountable for their actions and expect accountability from others.
Act with integrity.

Training

Council members will receive annual training to understand their responsibilities. Training is the responsibility of the local school board. Council members receive training before preparing and taking action on School LAND Trust plans and reports.

Open Meetings

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

Meeting Agendas and Minutes

The agenda for each upcoming meeting, along with draft minutes from the previous meeting, will be provided to all council members at least one week in advance.
The agenda will be posted on the school website and will include the date, time, and location of the meeting, as well as any proposed action items.
Written minutes will be taken at all meetings. These minutes will be prepared in draft form for approval at the next scheduled meeting.
Once approved, minutes will be retained for three years.

Annual Timeline

The council will create a timeline for the school year. This timeline will include due dates for all required reports and other activities or tasks that the council agrees to undertake or participate in. The timeline will be used to help prepare meeting agendas and ensure the council completes its work efficiently.

Process for Electing the School Community Council

Elections will be held in the fall of each year with a minimum of 10 days notice given prior to the election. All interested parents can submit their Declaration of Candidacy to join the council during the application window.
Parents will be notified of the process on the school’s community council page on the school website
Parents will be notified of the process during the student online registration process
Parents will be notified via electronic communication during the application window
Candidates can file for election during the election window up to 10 days prior to the start of school and up to seven days after the first day of school.
Voting, if needed, will be completed electronically through the district’s approved voting process. Email notification will be sent to all patrons with directions on how to vote during the district’s established window.

Membership

The council’s composition ensures a two parent majority and includes the following members:

The principal, an ex officio voting member.
1 school employee member(s) in addition to the school principal
4 parent member(s), half of which are elected in even-numbered years, and half of which are elected in odd numbered yeras.

Membership is consistent with Utah Code § 53G-7-1202 and matches the council’s Council Membership Form.

Staggered Terms

Council members are elected to two year terms. Terms are staggered so that half of the seats are open each year:

1 school employee position(s) and 2 parent position(s) are elected in even-numbered years.
1 school employee position(s) and 2 parent position(s) are elected in odd-numbered years.

Filling Vacancies

If a full council is not elected or if a seat becomes vacant, parent members of the council will appoint individuals to fill vacant parent positions, and school employee members will appoint individuals to fill vacant school employee positions.

Member Removal

A council member may be removed from office under the following circumstances:

Member relocation: Council membership may be discontinued when a member’s relocation prevents them from serving on the council.
Attendance: The member fails to attend 3 consecutive regular council meetings without prior notification to and approval by the council chair or vice chair.

The process for removal is as follows: A motion from a member of the council after the 3rd consecutive meeting absence and a majority vote. The procedure for filling the resulting vacancy is outlined in the Filling Vacancies section.

Resignation of Members

A council member may resign from their position by providing written notification to the council chair and/or school principal. The procedure for filling the resulting vacancy is outlined in the Filling Vacancies section.

Election of Officers

At the first meeting of each year after the council is seated, the council will elect a chair from the parent members and a vice-chair from either the parent or school employee members. The principal is not eligible to hold an office. The chair will conduct meetings, make assignments to council members, and request reports on those assignments. In the chair’s absence, the vice-chair will conduct the meetings. The chair may delegate responsibilities to other council members as needed.

Quorum

A quorum, which is a majority of the council members, is necessary to conduct official business and vote. This quorum requirement does not necessitate a two parent majority.

Conflicts of Interest

Council members must adhere to the conflict of interest policy established by Granite School District. Please refer to the district's Code of Ethics, Board Policy, for detailed guidelines.

Parliamentary Order and Procedure, Ethical Behavior, and Civil Discourse

Meetings will be conducted and actions taken according to simplified rules of parliamentary procedure as required by Utah Code § 53G-7-1203. Council actions will be decided by motions and voting, with all votes and motions recorded in the meeting minutes. The council conducts its business in an organized and respectful manner that promotes ethical behavior and civil discourse. The simplified rules of parliamentary procedure the council follows can also be found in the district community council handbook.

Simplified Motions of Parliamentary Procedure

Motion	Does it require a second?	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

Understanding the motions:

Motion: A formal proposal for the council to take a specific action. A motion must be stated clearly.
Second: Another council member must indicate their support for the motion to allow it to be discussed and voted upon.
Discussion: Once a motion is seconded, council members can offer their input and opinions when recognized by the chair.
Voting: After discussion, the chair will call for a vote on the motion. The outcome depends on the type of motion and the required majority.
Calling the previous question: A member can make a motion to end the discussion on the current motion by saying, “I move the previous question.” This requires a second and a two-thirds vote to pass. If it passes, the council immediately votes on the original motion without further discussion. If it fails, the council continues discussing the original motion.
Tie vote: A vote that results in an equal number of votes for and against the motion is considered a lost vote.
Main motion: The primary type of motion used to introduce new business or ideas. Main motions can be debated and amended.
Amend a motion: A motion to change the wording or details of the main motion. Amendments require a second, are debatable, and require a majority vote.
Point of order: A member raises a point of order if they believe a procedural error has occurred during the meeting. The chair will rule on whether the point is valid.
Reconsider: A motion to bring back a previously decided motion for further discussion and another vote. This motion can only be made by a member who voted on the winning side of the original motion, and requires a second and a majority vote.
Withdrawal of motion: The person who originally made a motion can ask to withdraw it before a vote is taken. This does not require a second or debate and is usually granted by the chair.
Close nominations: A motion to end the process of nominating candidates for an office. It requires a second and a two-thirds vote.

Public Comment

Members of the public are welcome to attend Community Council meetings and may provide public comment during the designated public comment portion of the meeting. Public comments should be relevant to the responsibilities and work of the School Community Council and should be presented in a respectful and constructive manner. Individuals wishing to provide public comment are asked to notify the council chair or school principal prior to the meeting or upon arrival. To allow the council to conduct its business efficiently, the chair may establish reasonable time limits for individual comments. Public comment is intended to provide an opportunity for community members to share information, concerns, questions, or suggestions with the council. The council may listen and consider comments but is not required to respond or take action during the meeting. Matters requiring council action may be considered for inclusion on a future agenda in accordance with the council's agenda procedures. Comments about individual students or employees should not be discussed in the public meeting, since those matters are better handled privately through the appropriate school process.

Agenda Items

Agenda items will be developed based on the council's annual timeline, required School LAND Trust responsibilities, council duties, ongoing school needs, and topics brought forward by council members, school administration, or members of the school community. Council members and members of the school community may request that an item be considered for a future meeting agenda by contacting the council chair or school principal. Requests should be submitted far enough in advance to allow the chair to determine whether the item is appropriate for council consideration and, when necessary, gather information or supporting materials. The council chair, in consultation with the principal as appropriate, will organize and prioritize agenda items based on required deadlines, legal or district requirements, time-sensitive matters, and the council's established responsibilities and annual timeline. Items requiring council discussion or action will be clearly identified on the agenda. Items that are not within the legal responsibilities of the School Community Council may be referred to the appropriate school or district administrator or other appropriate process. The council may defer an agenda item to a future meeting when additional information or discussion is needed.