West Valley Elementary

School Community Council Rules of Order and Procedure

Printed October 30, 2026

Code and Rule References

Council Duties

• 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

• 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

Open Meetings

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

Process for Electing the School Community Council

• The declaration of candidacy form was announced on Class Dojo and sent out to parents with flyers. 
• The districts sets the deadline for filing for candidacy.
• Votes take place electronically and in person.
  • In person
  • Electronically (only if the district has an approved electronic voting process and the district or school website has a policy on how to vote electronically).

1. Council Composition: 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), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years.
   • 4 parent member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years. 

Membership

• The principal, an ex officio voting member.
• 1 school employee member(s).
• 4 parent member(s).

Staggered Terms

• 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

1. 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.
   • Nominate someone to replace the vacant position. The current council will host a Meet and Greet with nominated individuals. Then the council takes a vote to fill the vacant parent seat. 

Member Removal

• • • 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 10 consecutive regular council meetings without prior notification to the council chair or principal.

Resignation of Members

Election of Officers

1. Council 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.
2. 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

1. 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

1. Reporting Conflicts of Interest: Council members must adhere to the conflict of interest policy established by the district. Please refer to the district Communications Department for detailed guidelines.

Parliamentary Order and Procedure, Ethical Behavior, and Civil Discourse

Simplified Motions of Parliamentary Procedure

• 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.

Print