Community Council

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.

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.

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.

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.

All School Community Council meetings are open to the public, and the public is welcome to attend. No portion of a meeting may be closed.

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, posted on the school website, and made available in the main office. The agenda will include the date, time, and location of the meeting.

• Officers prepare and post agendas and draft minutes one week before each meeting.
• 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, 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. Minutes must record attendance, all matters discussed or decided, and a record of votes. Minutes must be posted online and retained for three years.
• No final action may be taken on substantive items not listed on the agenda, though such items may be discussed and assigned for later decision.
• The chair conducts meetings, makes assignments, and requests reports on assignments. In the chair's absence, the vice-chair conducts meetings.
• Items on the agenda take priority over other discussions coming before the council. Council action is taken by motions and voting, with votes and motions recorded in the minutes.

• August: Declaration of Candidacy due; council elections held; roster reported to district.
• September 30: Membership finalized; prior-year LAND Trust summary submitted.
• October 20: Principal posts required disclosures (funding, plans, minutes, meeting schedule) to school website.
• March: LAND Trust Plan, Reading Achievement Plan, and signature page due.
• April 30: Vacancies for the next year determined; LAND Trust funds spent.
• May 15: Public notice of fall elections posted; Board approves plans.

• The principal oversees all council elections. Candidacy is declared using a district Declaration of Candidacy form, due seven days after the start of the school year at the earliest and at least seven days before the election.
• Elections are conducted online through district Communications. Only parents/guardians vote for parent members; only employees vote for employee members.
• If a position goes unfilled, sitting parent members appoint new parent members and sitting employee members appoint new employee members.
• Campaign materials (signs, flyers) are not permitted on school grounds.

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

• As a high school, the council must include a minimum of six parent/guardian members and four employee members (including the principal). Parent members must outnumber employee members (including the principal) by at least two.
• Parent members must have a student enrolled at the school and may not be a licensed educator employed at the school. Employee members must be employed at the school and forfeit membership if reassigned elsewhere.
• A member who misses three consecutive meetings is replaced.

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

Members serve staggered two-year terms; roughly half the council is elected each year.

If a full council is not elected, or if a seat becomes vacant during the year, 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.

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

• A member who misses three consecutive meetings is replaced.
• Employee members must be employed at the school and forfeit membership if reassigned elsewhere.

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

At the first meeting following fall elections, the council elects one chair (parent member only) and one vice-chair (parent or employee member); no co-chairs are permitted.

The principal serves as CEO and instructional leader; ensures legal compliance, fiscal accountability, and resource management; oversees council elections; and may not serve as chair or vice-chair. Officers prepare and post agendas and draft minutes one week before each meeting, conduct meetings, ensure accurate recording of motions and votes, oversee member training, and post required notices (meeting schedule, member contact information, LAND Trust reports, and plan updates) to the school website.

A quorum—a majority of council membership—must be present before any vote is taken. Motions pass by a simple majority of members present.

Votes on the LAND Trust Plan are recorded by name, showing how each member voted (for, against, or absent).

Council members must adhere to the conflict of interest policy established by the local governing board.

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.

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, posted on the school website, and made available in the main office. The agenda will include the date, time, and location of the meeting. Meetings shall be conducted and action taken according to simplified rules of parliamentary procedure. Items on the agenda take priority over other discussions coming before the council. Council action is taken by motions and voting, with votes and motions recorded in the minutes. A motion (or proposed council action) is stated as a motion and seconded by another member, indicating at least one other member feels it is worthy of discussion. Members then 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 a member may “call the previous question” (a motion to end discussion), which requires a second and, without further discussion, a two-thirds vote. If that vote fails, discussion of the original motion resumes; if it passes, the chair calls directly for a vote on the original motion. A vote to call the previous question is used to move business along.

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.